Associate Director of Gift Planning Administration

Overview

Who We Are

Founded in 1926, the Colonial Williamsburg Foundation is a private, not-for-profit educational, historic, and cultural institution that owns and operates one of the largest and best-known museum complexes in the world. Our mission is “that the future may learn from the past” through preserving and restoring 18th-century Williamsburg, Virginia’s colonial capital. We engage, inform, and inspire people to learn about this historic capital, the events that occurred here, and the diverse peoples who helped shape a new nation.

Today, Colonial Williamsburg is the largest living history museum in the U.S. The Historic Area is the 301-acre restored colonial capital with 89 original buildings and 525 buildings reconstructed to how they appeared in the 18th century through extensive archaeological, architectural, and documentary research. The Historic Area is staffed by highly trained, historically dressed interpreters and expert tradespeople who bring the 18th century to life.

The Foundation also owns and operates two world-class museums, the DeWitt Wallace Decorative Arts Museum, and the Abby Aldrich Rockefeller Folk Art Museum, The Bob and Marion Wilson Teacher Institute, and a renowned research library, the John D Rockefeller Jr Library.

Additionally, Colonial Williamsburg is home to five world class accommodations at the Williamsburg Inn, Williamsburg Lodge Autograph Collection, the Griffin Hotel, the Williamsburg Woodlands Hotels and Suites and the unique Colonial Houses in the Historical Area. Visitors may also indulge in food and drink at our many on site restaurants and taverns that blend a historically inspired dining experience with today’s evolved tastes.

Each year over 5 million people visit Williamsburg and another 20 million engage with us digitally.

Reporting to the Executive Director of Gift Planning, the Associate Director of Gift Planning Administration leads the operations and growth of Colonial Williamsburg’s gift planning program. This role ensures the accuracy and integrity of complex philanthropic gifts, manages the life income gift portfolio (including charitable gift annuities, charitable remainder trusts, pooled income funds, qualified charitable distributions, and donor-advised funds), and oversees related reporting and forecasting.

The Associate Director supervises the Gift Planning Assistant and drives marketing and workflow initiatives to support donor engagement and long-term philanthropic impact.

Responsibilities include but are not limited to:

• Partner with the Executive Director, Development Communications, and external vendors to develop and execute strategic gift planning marketing initiatives.
• Design and launch a direct response program using an abbreviated donor cultivation cycle (identification, qualification, solicitation, and close) to build a new revenue stream for Gift Planning.
• Prepare and review gift documentation for a variety of planned giving instruments, ensuring completeness, accuracy, and regulatory compliance.
• Perform complex gift calculations and oversee distributions for charitable gift annuities, charitable remainder trusts, and pooled income funds, maintaining appropriate documentation.
• Analyze departmental workflows, policies, and procedures to enhance efficiency, effectiveness, and data integrity.
• In collaboration with Development Communications and financial partners, prepare and distribute annual Pooled Income Fund reports and other donor communications.
• Partner with internal Development colleagues and external donors and advisors to process planned gifts accurately and timely, ensuring proper entry into planned giving software and the enterprise database.
• Maintain and improve best practices related to planned gift data management and compliance with state and federal regulations.
• Serve as the department’s primary liaison to external administrators overseeing life income gifts.
• Supervise and mentor the Gift Planning Assistant.
• Act as the central point of contact between Gift Planning and other Development teams across the Foundation.

This job description reflects the general responsibilities of the position…