The Fellowship is an organization of bridge builders whose vision is that Jews and Christians will reverse their 2,000-year history of discord and replace it with a relationship marked by dialogue, understanding, respect and cooperation. Together we are able to help more than a million Jews in need each year. Our success is built on a culture that celebrates the differences in who we are, what we have experienced, and how we think.
(Chicago-Hybrid) The Estate Administration Specialist (EAS) is responsible for the timely, accurate, and compliant administration of post-mortem gifts, including probate estates, trusts, beneficiary designations, and other planned giving contributions. This role ensures all distributions are collected in accordance with donor intent, legal requirements, and organizational standards. The Specialist will partner cross-functionally with key stakeholders on the Fundraising, Finance, and Analytics team to support efficient administration and reporting of planned gifts, while maintaining strong relationships with external fiduciaries and advisors. This position reports to our Estate Counsel and is based in our headquarters located in downtown Chicago.
We are seeking an individual with a Bachelor’s degree or equivalent work experience. Minimum of 3 years’ experience working with estate/trust administration is preferred.
Essential Job Responsibilities Include:
Documentation Management:
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Oversee documents related to post-mortem gifts for Estate Administration, determine next actions, timely update CRMs, and curate Estate Administration files with precision.
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Execute next actions related to post-mortem gifts in a timely and professional manner.
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Review and evaluate all external communications and documents received relating to postmortem gifts. Respond professionally to such communications.
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Review estate inventories and accountings for comprehension, accuracy, reasonableness, compliance with donors' intent, and satisfaction of the fiduciaries' legal and ethical obligations to IFCJ.
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Ensure IFCJ receives all documents from external sources it is entitled to under the law as well as any other required for timely, accurate, and complete collection of postmortem gifts.
Partnership Management:
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Coordinate with attorneys, executors, brokers, and trust officers to ensure IFCJ receives correct estate distributions quickly and efficiently.
Reporting:
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Prepare annual financial reports for Fellowship endowment and quasi-endowment gifts.
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Prepare weekly and monthly reports of all gift planning activities including trusts and estate maturities, marketing inquiries, pledges and Cornerstone of Zion Society membership.
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Record and maintain all data in IFCJ’s CRM and Gift Planning specific spreadsheets and files.
Standard Operating Procedures and Administration:
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Maintain inventory of Gift Planning Standard Operating Procedures, oversee back-office administrations, actively participate in team meetings.
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Maintain general understanding of current tax and estate law and stay apprised of changes and developments that could impact legacy donors and legacy gifts.
Technical Skills & Abilities:
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Intermediate level proficiency in Microsoft Office applications (Word, Outlook, Excel, Powerpoint, Teams, Power BI.)
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Proficiency in non-profit Client Relationship Manager software.
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Proficient in engaging an array of online federal, state and local governmental databases to research court filings and property records.
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Knowledge of estate and gift planning vehicles, probate and trust administration processes and command of related legal terminology.
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Excellent oral and written communication skills, with the ability to express self effectively and concisely.
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Ability to simultaneously prioritize and manage multiple projects with strict deadlines.
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Ability to work effectively with minimal direction.
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Strong attention to detail and highly organized.
Experience all The Fellowship has to offer and make an impact in a global nonprofit. We offer medical, vision and dental, retirement saving, paid time off and many other benefits. We are located on Wacker Drive, across from the Chicago Riverwalk. Please submit your resume and salary requirements.
Key words: Administration, Estates, Document Management
We are an equal opportunity employer (EOE).
