Job Description

Our client, a private foundation based in Midtown West, is seeking a highly organized and detail-oriented Grants & Administration Assistant to join its close-knit team. The foundation supports organizations across different sectors, working closely with the board, and team. This is a hands-on role overseeing the grant lifecycle and key administrative functions, including board and staff scheduling, meeting coordination, grants management, and recordkeeping. The ideal candidate is proactive, meticulous, and comfortable managing detail-intensive processes while working closely with senior stakeholders in a small, collaborative environment.

RESPONSIBILITIES:

• Manage staff and board scheduling, meeting preparation, materials, and minutes
• Manage the full grant lifecycle in the CRM system, from board approval through grant agreements, payments, reporting, and closeout
• Maintain accurate grant, financial, and organizational records
• Track key deadlines and follow-up items related to grants and administrative processes
• Work closely with the Executive Director, Program Managers, board, and team on day-to-day coordination
• Identify opportunities to improve administrative systems, processes, and workflows
• Assist with additional administrative needs and special projects as needed

REQUIREMENTS:

• 3-4+ years of relevant experience managing / supporting administrative and detail-intensive processes
• Exceptional organization, accuracy, attention to detail, and follow-through
• Strong judgment and discretion
• Experience working with databases or CRM systems; grants management system experience (e.g. Fluxx) is a plus
• Proactive and resourceful, with the ability to take ownership of processes from start to finish
• Ability to work effectively both independently and collaboratively within a small team
• Comfortable working closely with senior leadership, board members, and broader teams
• Family office, financial services, or high-level administrative experience is a plus; prior philanthropy experience is not required
• Positive, flexible, and team-oriented

SALARY:

$95–$110K (DOE) + Discretionary Bonus Opportunity + 401K + Benefits

HOURS:

9:00am-5:00pm (with flexibility if needed) | In-office 3x/week / WFH 2x/week

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