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About the Role

The Grants Assistant plays an essential role on the Grants Management team, supporting the end-to-end grant lifecycle for client foundations with precision, consistency, and care. This position supports a minimum of two clients, with additional support across the broader PFS portfolio and select operations activities as business needs arise. A genuine interest in the nonprofit and philanthropic sector is strongly preferred. Attendance in the PFS office is an essential function of this job.

Responsibilities

Support grants managers by preparing, compiling, and printing client materials; verifying compliance; and generating grant documents and payments.
Input grant information into the grants management database and other systems with a high degree of precision, including verifying grantee eligibility and contact information.
Maintain organized, complete digital client files, including grant agreement documentation.
Host onsite client meetings; update and maintain meeting schedules; take meeting minutes as needed.
Coordinate logistics for on-site and off-site meetings, including space rental, catering, travel arrangements, technology setup, and room preparation.
Manage a shared inbox to respond to technical support inquiries from applicants across all clients.
Assist with maintenance of client websites.
Manage and track assigned tasks using team project management tools, including updating task status, communicating progress, and collaborating with team members to ensure deadlines are consistently met.
Proactively seek opportunities to support team members; work with your supervisor to monitor workload and capacity, and step in where the team needs you most.
Assist the Operations Department with facilities and office management as needed.
Participate in Grants Management team meetings and professional development opportunities; assist grants management and operations staff as requested.

Requirements

Minimum of one year of administrative experience in philanthropy and/or the nonprofit sector, or two years in any administrative capacity — with a track record of reliable, high-quality work
Highly organized and detail-oriented, with a methodical approach to managing tasks, documentation, and data from start to finish
Proven ability to follow through on responsibilities with accuracy and care, consistently meeting deadlines without sacrificing quality
Comfortable working within established systems and processes, and capable of managing multiple assignments while maintaining a steady, dependable pace
A collaborative team player who contributes positively to the work environment and steps in to support colleagues when needed
Excellent interpersonal and customer service skills, with a warm, professional, and tactful communication style across a range of stakeholders
Strong written communication skills, including the ability to draft clear, accurate correspondence and proofread materials with a careful eye
Proficiency in Microsoft Office and database programs, with the ability to learn new systems and apply them consistently
Comfortable and respectful when working with people from a range of backgrounds, including nonprofit board members, foundation staff, and grant applicants with diverse perspectives and lived experiences
Genuine interest in the Bay Area community and the nonprofit sector
Must have a home office or workspace that is free of distractions and interruptions to ensure productivity and focus during work hours.
High-speed internet is required to support video conferencing, file sharing, and other work-related technology needs.
Must be able to reliably commute to the office 2 days per week (including Tuesday) and meet in-person collaboration requirements as needed.
Regularly required to talk or hear.
Frequently required to use hands or fingers, handle or feel objects, tools, or controls.
Occasionally required to stand; walk; sit; and reach with hands and arms.
Must occasionally lift and/or move up to 15 pounds.
Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus.

Skills

Microsoft Office
Database programs
Project management tools (e.g., Asana)

Location

Onsite
Remote
Hybrid

Work Type

Hybrid

Experience Level

1 year administrative experience in philanthropy and/or the nonprofit sector
2 years administrative experience in any capacity

About the Company

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. The noise level in the work environment is usually low to moderate.

Equal Opportunity

We do not discriminate based on race, color, religion, national origin, sex, age, disability, genetic information, or any other status protected by law or regulation. It is our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors.