Grant Operations Administrator

Goodstack; Fairview; On-site; CAD 45,000 - 65,000; Full time

Job summary

Goodstack seeks a Grant Operations Administrator to manage grant intake through submission. You will build calendars, extract portal questions, and format materials for writers, ensuring accuracy and coherence before final submission.

Ideal candidates bring 0–2 years in admin/ops, strong data-entry precision, and familiarity with Notion, Google Workspace, and CRMs. Prior grant-writing experience is not required, and you will support a diverse team worldwide.

Qualifications

• 0–2 years of experience in administrative, operations, or data entry roles (recent graduates welcome).
• Exceptional precision in data entry, copy-pasting, and proofreading; attention to formatting errors.
• Ability to manage multiple deadlines, calendars, and proactively avoid delays.
• Comfort navigating new software platforms and cloud-based databases (Notion, Google Workspace, CRMs).

Responsibilities

• Create, update, and maintain structured grant calendars for assigned non-profit clients.
• Monitor internal target dates to ensure timely submissions.
• Access funder portals to extract questions, word limits, formatting rules, and attachments.
• Format questions into standardized templates for Grant Writers.
• Set up client login credentials on external portal platforms.
• Input and copy-paste completed, client-approved narratives into portals.
• Attach non-profit documents like financial statements and tax forms.
• Ensure all fields are filled and no placeholders remain.
• Proofread and format submissions for coherent portal UI.
• Ensure narrative answers match portal fields and limits.
• Flag any discrepancies delaying submission.
• Execute final electronic grant submission and record confirmations.

Skills

Data entry

Proofreading

Calendar management

Notion

Google Workspace

Tools

Notion

Google Workspace

CRMs

Job description

If you’ve been looking to join a fast-growing startup with a bold vision of a world where doing good is built into everything we do, then you’ve found the right place.

Backed by General Catalyst, the same investors behind Stripe and Airbnb, we’re building something truly extraordinary.

Our Mission

Our mission at Goodstack is to revolutionize how the world does good.

As a fast growth, AI-native social impact startup, we power global change through technology. We enable companies to seamlessly integrate positive impact into what they do through a unified platform while supporting nonprofits in gaining access to cutting-edge technology and finding new funding streams.

Global brands, including Google, OpenAI, TikTok, LinkedIn, HSBC, Atlassian and Twilio - as well as thousands of nonprofits, including the Red Cross, Cancer Research, and Oxfam - use Goodstack to make a difference.

In 2025 alone, we facilitated $5 billion in donations to good causes. But this is just the beginning. We're building the world’s leading platform that powers donations to nonprofits globally.

Join us as a Grant Operations Administrator

We're looking for a Grant Operations Administrator to provide essential administrative support, ensuring grant applications move smoothly from intake to final submission. In this role, you'll be responsible for setting up grant calendars, extracting application questions from funder portals for writers, compiling application materials, and reviewing final submissions for accuracy, completeness, and overall visual and textual coherence before hitting submit.

We welcome candidates from a variety of adjacent administrative backgrounds. You are a great fit for this role if you have experience as a Proposal or RFP Coordinator, Bid or Tender Administrator, Loan Processing Assistant, Admissions/Intake Coordinator, or Junior Operations Coordinator. If you are used to managing strict deadlines, navigating third-party web portals, chasing missing compliance documents, and reviewing detailed application packages with a zero-error mindset, your skills will translate seamlessly to our team—no prior grant writing experience required.

As a Grant Operations Administrator, your mission will be to:

• Create, update, and maintain structured grant calendars for assigned non-profit clients to track upcoming deadlines and submission milestones.
• Monitor key internal target dates (e.g., 7-day internal buffer) to ensure writers, admins, and clients stay on track for timely submission.
• Access funder portals and application software to extract exact application questions, word limits, formatting rules, and required attachments.
• Format extracted questions into standardized templates for Grant Writers to ensure no technical requirements are missed.
• Set up client login credentials and basic profile information on external portal platforms.
• Input and copy-paste completed, client-approved narrative content into funder portals accurately.
• Gather, format, and attach necessary non-profit supporting documents (e.g., financial statements, tax forms, board lists).
• Ensure every form field is filled correctly, verifying that no placeholder text, yellow highlights, or missing answers remain.
• Conduct final proofreading and formatting checks to verify the application reads coherently and flows logically within the portal UI.
• Confirm that narrative answers directly match the corresponding portal fields and adhere strictly to character/word limits.
• Raise immediate flags to the team if any technical discrepancies or missing information could delay submission.
• Execute the final electronic grant submission once all approvals are cleared.
• Record completed submissions, capture confirmation receipts, and update task statuses in AgentPro to trigger automated customer notifications.

This role is a perfect match for you if you have:

• 0–2 years of experience in administrative, operations, or data entry roles. (Recent graduates with strong organizational skills are welcome).
• Exceptional precision in data entry, copy-pasting, and proofreading; an eye for spotting formatting errors, broken links, or incomplete fields.
• Ability to manage multiple deadlines, maintain calendars, and work proactively to avoid last-minute delays.
• Comfort navigating new software platforms, web portals, forms, and cloud-based databases (e.g., Notion, Google Workspace, CRMs).
• Strong basic written English skills to ensure submitted applications look clean, professional, and well-structured.

Key Performance Indicators:

• On-Time Submissions: 100% of assigned grant applications submitted on or before internal and external deadlines.
• Accuracy Rate: Zero submission errors caused by missing documents, incorrect portal fields, or formatting mistakes.
• Calendar Accuracy: Up-to-date grant calendars maintained across 100% of assigned client profiles.

About Us

Since 2017, Goodstack has been at the forefront of creating a future where good will be built into everything we do. From daily commutes to weekend activities or grocery shopping, we envision a world where creating positive change is seamlessly integrated into our everyday lives. In this future, the depth and breadth of impact we can make through everyday actions will expand dramatically – benefiting both businesses and the world.

Businesses are expected to deliver on both profit and purpose and those that don’t are falling behind. We’re here to make it easy for any company, anywhere in the world, to integrate good into what they do. Doing this empowers everyone – companies, employees, consumers, and communities – to contribute to positive change and take meaningful action.

Let's do this!

OUR PLEDGE TO DIVERSITY, EQUITY & INCLUSION

We take pride in our diverse and growing team representing 20+ nationalities across 5 continents ! Our continued expansion provides us with opportunities to embrace and celebrate different backgrounds, perspectives, and experiences, essential to our success. We actively seek and welcome applicants from all walks of life, regardless of race, religion, colour, national origin, gender, sexual orientation, age, marital status, veteran status, or disability status.

A team that represents the world that we are trying to support is a wiser, more knowledgeable and stronger one. We’re excited for you to bring your experience, yourself and your special lemon twist to Goodstack to propel us forward in striving to create a better world for us all.

Check out our Careers Page for more details!