Administrative Assistant/Grants Management

Grants and Administrative Assistant (temporary position)

Duration : 3 to 4 months
Location: On site/in office, New York, NY



POSITION SUMMARY
The Grants and Administrative Assistant will be responsible for supporting all administrative, program and grants activities. Will provide specialized assistance and high-level administrative support to the Managing Director, Director of Programs and Grants Management, Board of Directors, and allied staff with all necessary tasks, including but not limited to meeting scheduling, expense reports and office systems management. Will maintain the grants management database, and act as the key contact for grantee proposal and grant report collection.

MAJOR RESPONSIBILITIES
Key responsibilities include, but are not limited to:

BOARD & STAFF ADMINISTRATION:

• Coordinate logistical needs for board and staff meetings, conference and events, including meeting materials and travel/accommodation for meeting participants.

• Assist with presentation creation by building spreadsheets and graphs with relevant data.

• Conduct web-based research and assist with special projects, as requested.

• Record minutes from selected board meetings and other important meetings.

ADMINISTRATIVE SUPPORT

• Maintain calendar scheduling for Managing Director and Director of Programs and Grants Management .

• Assist in the preparation of documents and presentations for both internal and external engagements as needed.

• Handle other administrative requests from staff as needed.

GRANTS & FINANCE MANAGEMENT:

Grants Management:

• Serve as a key point of contact for applicants and grantee partners.

• Manage the GivingData grants database for each entity, including grantee data, deliverables, and payment schedules.

• Track grant proposals, reporting documents and due diligence processes.

• Organize proposals and reports; draft grant award letters and pledge agreements, and all relevant grantmaking materials.

• Maintain records of all payments and receivables and prepare monthly records for all grant related activities.

• Produce various reports, pie charts and graphs using Excel.

• Prepare invoicing, accounting, reporting, and other administrative functions to ensure the successful execution of the grants processes.

• Verify the public charity status and bank wire instructions of grantee partners.

Budget & Financial Procedures:

• Coordinate with the Director of Programs and Grants Management, Director of Finance and Operations, and Managing Director to release wire payments.


REQUIREMENTS
Experience:

• Bachelor’s degree.

• Minimum 5-10 years of professional experience in an administrative and/or grants management role

• Experience coordinating the planning and logistics for meetings and events.

• Finance experience a plus.

Related Skills & Other Requirements:

• Excellent interpersonal and communication skills.

• Superior written and verbal communication skills.

• Detail oriented with exceptional organizational and analytical skills.

• Experience working with GivingData a plus.

• Proficient in Microsoft Office Suite, specifically Excel.

• High attention to accuracy and deadlines; ability to prioritize.

• Positive attitude, flexibility, cooperation, and customer service orientation when working with colleagues and grantee partners.

• Strong project management skills.

• Solid judgment; critical thinking skills; a sense of teamwork and community.

Job Requirements: