Philanthropy Associate - Operations

Job Title: Philanthropy Associate - Operations

Location: Washington, DC

Salary: $65,000, commensurate with experience

Position: Full-time, exempt

Applicant Criteria: US Citizens only

Key working relationships (internal): Philanthropy (US and UK), Finance and Administration (US and UK), Executive Director, CEO Office.

Key working relationships (external): HALO USA donors

Responsible to: Director of Major and Principal Gifts, HALO Trust USA

Job Purpose: To coordinate administration for the Philanthropy Team including database management, stewardship of mid and low-level donors, and lead the research, insight, and programmatic information required across the philanthropy team to support the growth of partnerships with major foundations, corporates, and high-net-worth supporters. 

About The HALO Trust USA:

The HALO Trust (USA) is a non-profit 501(c)(3) organization specializing in the removal of landmines and other explosive remnants of war, with projects in 28+ countries and territories employing almost 10,000 people. HALO’s Washington, DC office works with foundations, government partners, international agencies, and private donors to increase awareness of the impact of landmines on post-conflict communities and to raise funds to support HALO’s teams working in over 29 countries and territories.

Key Responsibilities:

• Responsible for private donor gift processing; accurately enter gifts/donation data in SalesForce (CRM) for offline gifts and third-party donation platforms
• Works with the philanthropy and finance team to reconcile gift entries, and grants, clarify donation restrictions, or answer any other questions related to donor gifts
• Act as the key coordinator between the philanthropy team and the finance team(s) to ensure that all donations, including bank transfers, online giving (on HALO’s website as well as through third-party sites), cash and cheques, are tracked and recorded accurately
• Draft letters to donors from HALO leadership, update case statements for support, presentations, and book meetings with donors and partners, as needed
• Generate and send timely donor appeals, renewals, acknowledgment letters, receipts for gifts, and stewardship touchpoints.
• Responsible for the transfer of private funds and sub-awards, create legal documentations, secure signatures, and create reports with the leadership for sub-awards quarterly and annually.
• Create Salesforce reports and dashboards on revenue, analysis of giving, and mailing lists, and other reports.
• Keep track of quarterly and fiscal revenue goals, baseline analyses, forecasting, and uploads annual opportunities and multi-year pledges.
• Maintain individual donor files and gift documentation and update promptly CRM data.
• Act as CRM - Salesforce expert by providing management and maintenance of CRM, identifying opportunities for new efficiencies, and issuing relevant information to the rest of the philanthropy team on the license, upgrades, and new features.
• Act as lead for SOPs, best practice approach to ensuring the appropriate level of donor data is in place for donor records and for reports.
• Supports fundraising campaigns throughout the year and executes assigned tactics.
• Manages the Fundraising Inbox, including responding to inquiries and escalating where required.
• Assists with board and development committee reports, packets, and meeting minutes.
• Places order, makes purchases and reconciles expenses, accordingly.
• Provide event logistical support, as needed.

Requirements

• Bachelor’s degree
• 1-2 years of demonstrable experience in using databases such as Salesforce, Raiser’s Edge, or other Similar CRM Reporting systems for donation processing.
• Strong mathematical skills - able to manage spreadsheets and financial information.
• Excellent written skills and ability to provide strong first drafts of copy
• Experience in providing administrative support in a busy team to tight deadlines
• Understanding of due diligence processes, contracts, and operations
• An outstanding commitment to accurate data recording and reporting
• Strong intellectual curiosity
• Basic experience with donor research, wealth screenings, and other database research
• A commitment to HALO’s mission and objectives  
• Familiarity with a non-profit environment ideally in international development
• Comfort with a fast-paced office
• A desire to be accountable, take on additional responsibility, and to learn and grow
• Portrays a team player and donor-centric mindset

This job description is intended to summarise the main duties and responsibilities of the role and it is not intended to be a full and exhaustive list of tasks. All HALO staff are expected to demonstrate flexibility and willingness to perform appropriate tasks when the need arises.

Benefits

The HALO Trust USA employee benefits for full-time employees include:

• Vacation Time: 25 days (5 weeks) paid vacation (PTO) accrued at 16.667 hours per month.
• Sick Leave: 5 days (1 week) paid Sick-Leave. Sick Leave cannot be ‘carried-over’ to the next year.
• Holidays: HALO USA observes all USA Federal holidays.
• Savings Plan: A 401(k) retirement savings plan is offered to our employees, but managed entirely through our Payroll provider, Insperity. HALO USA will ‘match’ up to 5% of an employee’s contributed monthly savings to their 401(k) account.
• Health Insurance: Health Insurance benefits are offered to employees through HALO’s payroll provider, Insperity. HALO pays a portion of the employee’s monthly health insurance premium. (Applies only to employees that choose to partake in the health insurance plan.)
• Dental Insurance: Dental Insurance benefits are offered to employees through HALO’s payroll provider, Insperity. HALO pays a portion of the employee’s monthly dental insurance premium. (Applies only to employees that choose to partake in the dental insurance plan.)

To apply, please submit your resume and cover letter outlining how your experience matches the key skills and competencies required by 1st August 2025. We reserve the right to close the advert earlier than the advertised closing date.

The HALO Trust is an Equal Opportunity Employer and does not discriminate against any applicant for employment because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation.

The HALO Trust is committed to a culture that is both diverse and inclusive and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool.

The HALO Trust is committed to ensuring that it provides a safe and trusted environment which safeguards and promotes the welfare and wellbeing of anyone who comes into contact with, or is part of, the Charity, with a zero-tolerance approach to behaviours which challenge this.