Sr. Associate Director, Prospect Management

Earthjustice is the nation’s leading environmental law organization. We wield the power of law and the strength of partnership to protect people’s health, preserve magnificent places and wildlife, advance clean energy, and combat climate change. We are here because the Earth needs a good lawyer.

Driven by a passion for justice, inclusion, partnership, and excellence, our core values lead us to seek a broad range of perspectives and backgrounds to achieve our mission and maintain an inclusive environment where all staff are valued and respected.

The Senior Associate Director, Prospect Management (AD) leads the prospect management program for Foundations (FND), Major Gifts (MG) and Principal Gifts (PRI) giving within the Prospect Development (PD) team. Under the supervision of the Director of Prospect Development, the AD oversees systems, metrics and data related to data centralization, team and fundraiser progress, donor pipelines, portfolio health, as well as donor growth and refinement across portfolio-based Development teams, which include FND, MG and PRI fundraising efforts. The AD collaborates regularly with staff across partner teams, works closely with the Prospect Development team, and participates as a member of the PD leadership team on internal and inter-team strategy and tactical projects. The AD works closely with both the Director of Prospect Development, another Senior Associate Director of Prospect Management, and Prospect Research Manager to provide cohesive prospect development services to the department. The AD supervises four Prospect Management professionals.

The primary work of the AD is to manage, refine and grow Earthjustice’s prospect management program, including the ongoing administration and streamlining of processes, suite of tools and reports to increase transparency, activate coordination, provide oversight for donor management, optimize portfolios leading to actual asks of a donors’ best and largest gifts, and respond to the needs of gift officers to help Earthjustice achieve its ambitious fundraising goals. The AD collaborates closely with the Senior Associate Director of Prospect Management partnering with the planned and midlevel giving teams to ensure consistent and standardized systems and deliverables to all partner teams and serve as co-leaders, mentors and thought partners to the wider Prospect Management team. Each AD contributes significantly to both the visioning and execution of Prospect Development’s annual tactical plans which feed up to the department’s strategic vision and define objectives and key results. The AD will work with gift officers placed throughout the United States in a highly complex decentralized environment to provide standardization of a donor-centric, data-driven, and coordinated approach to fundraising. The AD role also directs the department’s burgeoning data centralization work for the entire Development team. In this area, the AD will ensure consistency and hygiene in data entry across development by overseeing the program and personnel who enter, process, and maintain data for FND, MG and PRI revenue streams. The AD position requires an individual that is data savvy, a masterful communicator, a leader, and a talented connection builder and strategic thinker. This is a supervisory position.

The AD is expected to work a full-time (37.5 hours/week) schedule, and may work hybrid or remote from the following locations: San Francisco, New York or Remote U.S.

Responsibilities

What You’ll Do

Portfolio & Pipeline Management (40%)

• Collaborate with the Prospect Management team to ensure all moves, activities, and engagement data are accurately and timely recorded in the database—including opportunities (including from centralized annual budgeting process and ongoing updates), proposals, reports, grant agreements, financials, donor interactions (visits, calls, emails), and strategy documents—while overseeing the full moves management system and training team members on portfolio management tools, reports, and dashboards.
• Oversee and conduct portfolio review meetings four times annually with each partner team and expand prospect pool in partnership with prospect development through referrals, ensuring follow-up and database updates; additionally, support donor strategy meetings with research insights and data analysis. Monitor process and provide reports and updates to partner teams and supervisors.
• Lead the tracking, analysis, and strategic optimization of the organization’s prospect pipeline to drive revenue growth and fundraising effectiveness. This includes overseeing the development and maintenance of comprehensive pipeline reports; analyzing prospect movement, conversion rates, and portfolio performance; and delivering data-driven insights that inform portfolio strategy, prospect prioritization, and resource allocation. Partner closely with frontline fundraisers and senior leadership to identify gaps, forecast outcomes, and recommend actionable strategies to strengthen pipeline health, accelerate prospect progression, and maximize philanthropic outcomes.

Data Systems, Metrics and Reporting (30%)

• In coordination with FND, MG and PRI staff, develop, research, and implement procedures and systems solutions within the CRM, Tableau and other tools to ensure the effective use of staff time and available technical resources. Draft and maintain accurate documentation of system workflows and procedures.
• Lead and manage data solutions for FND, MG and PRI teams in collaboration with Development Operations & Evaluation (DOE) and IT, including the development of metrics, KPIs, dashboards and other tools to inform prospect management processes, prospect pool analysis, portfolio & team health, and donor progress tracking. Advise on fundraising, forecasting, and portfolio reporting with Evaluation team. Analyze giving trends and donor behavior to report to leadership, inform fundraising strategy and drive revenue growth.
• Collaborate on systems, data insights solutions with the Senior Associate Director of Prospect Management, Planned and Midlevel Giving to ensure innovations are adapted across the PD team and department; oversee team productivity and impact metrics; and, co-lead implementation and change management of new systems and processes.

Revenue Management (10%)

• Manage the monthly reconciliation process (amounts, restrictions, ask dates) of gifts and complex pledge agreements in coordination with DOE and finance department.
• Partner with PM staff to conduct weekly revenue audits, coordinating gift allocation, opportunity and solicitor in the CRM and ensure pledges and restrictions meet GAAP guidelines. Oversee gift and grant agreement review processes in coordination with gift officers, team leads, finance and general counsel.
• Oversee and advise on maintenance of team revenue tracker with periodic updates, scenarios, including year-end financial projections with summary analysis.

Prospect Development Leadership (5%)

• Participate with PD leadership team on strategy, annual tactical planning, execution and tracking of team plans, and team culture-building. Provide data and insights for quarterly metrics reviews to the Development Leadership team. Serve as a voice and advocate for the prospect development team, co-lead on change management with the Director and Senior Associate Director.
• Regularly meet and collaborate with partner team leads to co-create strategic priorities, track metrics and share insights on team trends and progress, and collaborate on shared projects. Share vision and execute on these priorities with the PM team.
• With the other Senior Associate Director, champion prospect management policy best practices and industry standards, and co-lead on adoption, understanding and change management related to the policy; update the policy on an annual basis.

Management (15%)

• Supervise 4-5 prospect management professionals, providing feedback, and support through group and individual meetings, annual reviews, and time and project management. Set clear performance expectations, provide coaching, and support professional growth and succession planning within the team. Recruit and hire qualified candidates who fit position requirements and the work environment.
• Uphold Earthjustice’s mission and values by fostering a respectful, inclusive, and collaborative work environment, providing clear direction and feedback, and promoting a culture of learning for all team members.
• Oversee relevant administrative, budgeting, and personnel management of direct reports, ensuring that all organizational policies and standards are met.

Ongoing Learning

• Actively pursue professional development and contribute to a culture of learning by building skills and sharing knowledge.
• Stay informed of current trends and advancements in the prospect development industry.
• Membership in the Association of Professional Researchers for Advancement (APRA) a plus.

Please note that the percentage breakdowns provided above serve as a guideline and that other duties may be assigned as part of the job’s requirements.

Qualifications

What You’ll Bring

• Bachelor’s degree or associate’s degree and 8+ years of relevant experience, including 5+ years of experience in prospect management and 3+ years of supervisory experience.
• Proven ability to assess priorities and manage a variety of complex activities simultaneously with excellent time management, and coalesce a team around shared goals.
• Interpersonal communication skills with aptitude to listen and ability to understand the needs and interests of donors to develop their relationship with Earthjustice.
• Attention to detail, advanced analytical and problem-solving skills with the ability to think big picture, creatively and strategically.
• Proficiency in Microsoft Office, including advanced Excel; solid skills in Word, Outlook, and PowerPoint.
• Expertise in CRM and database systems (e.g., Salesforce NPSP), including querying, reporting, and advanced functions; and familiarity with business intelligence and analytical tools such as Tableau.
• Effective communicator with strong interpersonal skills, exercising diplomacy, discretion, and sound judgment when working with diverse stakeholders and confidential data.
• Self-motivated team player who can work independently and collaboratively, demonstrating initiative and flexibility.
• Positive, professional attitude with receptiveness to feedback and commitment to continuous improvement and team development.
• Demonstrated commitment to Earthjustice’s values of Justice, Excellence, Inclusion, and Partnership.
• Skill in leading diverse teams with emotional intelligence and cultural competence; fosters growth through mentorship, effective communication, and constructive feedback while hiring and developing team talents to align with organizational needs.

The statements herein are intended to describe the general nature and level of work being performed by employees assigned to this classification. It is not an exhaustive list of all responsibilities, duties, and skills required for personnel so classified.

Salary & Benefits

We offer a competitive salary and excellent, comprehensive benefits. We also offer a casual and congenial work environment.

Salaries at Earthjustice are determined by working location and are commensurate with the experience required.

The annual salary range for this role in San Francisco, CA or New York, NY is $183,200 – $203,500.
The annual salary range for this role in Seattle, WA, Los Angeles, CA, Chicago, IL, or Washington, DC is $174,100 – $193,400.
The annual salary range for this role in Denver, CO or Philadelphia, PA is $164,900 – $183,200.
The annual salary range for this role in Miami, FL or Houston, TX is $155,700 – $173,000