About the Organization

Heal the Bay is the most recognized environmental nonprofit group in LA for a reason: we have been keeping Southern California's coastal waters and watersheds safe, healthy, and clean for people and marine life since 1985. Using education, science, advocacy, and community action, we raise awareness and make progress with practical solutions to often complex problems. We conduct hundreds of beach and community cleanups each year, informing people about the root causes of pollution along the shorelines and in their neighborhoods. We advocate for strict water quality regulations that protect the health of both humans and the animals that call local creeks, rivers, and the Santa Monica Bay home. We operate the award-winning Heal the Bay Aquarium at the Santa Monica Pier, inspiring visitors to become stewards for the region's most important natural resource: clean water. Learn more at www.healthebay.org/our-impact

About the Role

The Associate Development Specialist is an entry-level member of the Development Team, reporting to the Chief Philanthropy Officer. This role provides essential day-to-day administrative and operational support that keeps the department running smoothly. The ideal candidate is highly organized, reliable, and takes genuine pride in the accuracy and timeliness of their work. This is an excellent opportunity for someone early in their nonprofit career who wants to learn fundraising operations from the inside.

Expectations & Responsibilities

Gift Processing & Donor Acknowledgment

• Process all incoming donations from online, mail, and other channels into Salesforce accurately and on schedule.
• Print, prepare, and mail donor acknowledgment letters and tax receipts, ensuring donors are thanked within established timeframes.
• Reconcile gift records across giving platforms and flag discrepancies for resolution by the team.
• Support monthly gift reconciliation with the Finance department.
• Maintain accurate donor contact and giving records in Salesforce under the direction of senior team members.

Corporate Partner Program Support

• Support the Suits on the Sand (SOS) corporate cleanup program by assisting with scheduling, partner communications, and logistics coordination with the Beach Programs Team.
• Assist with the preparation of sponsorship agreements and stewardship materials for corporate partners.
• Process invoices and ensure partner activity is accurately recorded in Salesforce.
• Assist with post-cleanup follow-up communications and impact summaries for partners.

Event Support

• Assist with logistics for signature fundraising events including the Bring Back the Beach Gala and Golf Tournament, including guest registration, ticketing, and fulfillment.
• Support the procurement and processing of in-kind donations for the annual gala silent auction, including data entry and acknowledgment preparation.
• Assist with event setup, on-site staffing, and post-event data cleanup as needed.

Departmental Administrative Support

• Serve as a first point of contact for the Development department for donor and partner inquiries via phone, email, or online contact.
• Provide general administrative support to the Development Team including scheduling, correspondence, copying, filing, and supply management.
• Assist with list preparation and vendor coordination in support of direct mail and email fundraising campaigns.
• Support the preparation of materials for board reports, donor meetings, and team presentations.
• Demonstrate a strong commitment to upholding and advancing Heal the Bay's justice, equity, diversity, and inclusion (JEDI) values.
• Perform other duties as assigned or requested.

Experience & Skills

• Bachelor's degree preferred or equivalent work experience.
• Some experience with Salesforce or a similar CRM a plus; willingness to learn required.
• Strong attention to detail and a commitment to accuracy, particularly in data entry and written correspondence.
• Highly organized with the ability to manage multiple tasks, meet deadlines, and follow through consistently.
• Clear and professional written and verbal communication skills.
• Familiarity with Microsoft Office and Google Workspace; comfort learning new software and platforms.
• Bilingual (English/Spanish) strongly preferred.
• Passion for Heal the Bay's mission and environmental conservation.

Compensation

This position is full-time, non-exempt, $23.00 to $25.00 hourly rate commensurate with experience, with appropriate state and federal taxes withheld.

Benefits

Comprehensive benefits package including health, dental, vision, life insurance, retirement contributions, and paid time off. Heal the Bay covers 90 percent of employee medical, dental, and vision insurance premiums. Full-time employees are eligible for life insurance and participation in the organization's Simple IRA retirement plan. In accordance with California labor law, employees are eligible to accrue and use up to 72 hours of paid sick leave per calendar year after completing 30 days of employment.

Schedule

Full-time, 40 hours per week. Heal the Bay operates in a hybrid manner; typical schedule includes three (3) days in the office per week. Participation in some evening and weekend events is required.

Location

The employee's primary work location will be at Heal the Bay Headquarters, with some work at the Heal the Bay Aquarium at the Santa Monica Pier. This position may include occasional travel to off-site locations throughout Los Angeles County.

Physical Demands

• Prolonged periods of sitting at a desk and working on a computer.
• Frequent use of hands and fingers to type, handle, or feel.
• Occasional standing, walking, bending, and reaching.
• Ability to lift up to 10-15 pounds occasionally.

Heal the Bay is committed to creating a diverse environment and is proud to be an equal-opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status, and we strongly encourage applications from individuals that reflect the diversity of Los Angeles County.

Heal the Bay complies with AB 1008, the Fair Chance Act, during the hiring process. Once a conditional job offer has been made the candidate will be asked to complete a Live Scan criminal background check. A thorough assessment of conviction history will be considered including the nature and gravity of the criminal history, the time that has passed since the conviction, and the nature of the job the candidate is seeking.