Administrative Associate – Foundation

Northbound Executive Search; New York (NY); On-site; USD 70,000 - 95,000; Full time

Job summary

Foundation in New York invites an Administrative Associate to join its team. The role supports senior leaders and oversees grant-making processes, including drafting correspondence, managing records, and coordinating calendars.

The ideal candidate brings strong writing, impeccable organization, and discretion in handling sensitive information. Responsibilities include drafting materials, maintaining files, coordinating meetings, and partnering with grantees and external stakeholders.

Qualifications

• Bachelor’s degree required; strong academic record preferred.
• 5-10 years of professional experience in an Executive Assistant, Administrative Assistant, Office Coordinator, Program Assistant, or similar role.
• Exceptional written communication and proofreading skills.
• Highly polished and professional with strong interpersonal skills.
• Extremely organized with exceptional attention to detail.
• Ability to manage multiple priorities and deadlines simultaneously.
• Strong judgment and discretion when handling confidential information.
• Proactive, resourceful, and comfortable working independently.
• Strong Microsoft Office skills, including Word, Excel, PowerPoint, and Outlook.
• Previous foundation, nonprofit, grants, financial services, legal, or other professional-services experience is required.

Responsibilities

• Provide high-level administrative support to senior members of the organization
• Assist with the administration and coordination of the foundation’s grant-making process
• Draft and edit correspondence, memos, reports, presentations, and other written materials
• Maintain grant files, records, documentation, and deadlines
• Coordinate calendars, meetings, conference calls, and other scheduling
• Prepare materials and correspondence for internal and external meetings
• Communicate professionally with grantees, nonprofit organizations, executives, and other external partners
• Track outstanding items and proactively follow up to ensure deadlines are met
• Maintain highly organized electronic and physical files
• Assist with research and special projects
• Support general office operations and administrative needs
• Handle confidential and sensitive information with discretion
• Take ownership of projects and ensure assignments are completed accurately and on time

Skills

Exceptional writing

Organized / detail-oriented

Multitasking

Discretion

Interpersonal skills

Independent work

Communication

Office etiquette

Proofreading

Education

Bachelor’s degree

Tools

Microsoft Office Suite

Word

Excel

PowerPoint

Outlook

Job description

Our client, a prestigious foundation based in New York, NY is seeking a highly polished and organized Administrative Associate to join its team. This is an excellent opportunity for a bright, motivated professional with exceptional writing and communication skills who is interested in building a career within the nonprofit and philanthropic space. The ideal candidate will have a strong academic background and experience in executive support, office administration, or a similar professional environment. This individual must be an excellent writer, highly detail-oriented, and comfortable interacting with senior executives, external partners, and other key stakeholders.

The role will provide administrative and operational support while also assisting with the foundation’s grant-making activities.

Responsibilities:

• Provide high-level administrative support to senior members of the organization
• Assist with the administration and coordination of the foundation’s grant-making process
• Draft and edit correspondence, memos, reports, presentations, and other written materials
• Maintain grant files, records, documentation, and deadlines
• Coordinate calendars, meetings, conference calls, and other scheduling
• Prepare materials and correspondence for internal and external meetings
• Communicate professionally with grantees, nonprofit organizations, executives, and other external partners
• Track outstanding items and proactively follow up to ensure deadlines are met
• Maintain highly organized electronic and physical files
• Assist with research and special projects
• Support general office operations and administrative needs
• Handle confidential and sensitive information with discretion
• Take ownership of projects and ensure assignments are completed accurately and on time

Qualifications:

• Bachelor’s degree required; strong academic record preferred
• 5- 10 years of professional experience in an Executive Assistant, Administrative Assistant, Office Coordinator, Program Assistant, or similar role
• Exceptional written communication and proofreading skills
• Highly polished and professional with strong interpersonal skills
• Extremely organized with exceptional attention to detail
• Ability to manage multiple priorities and deadlines simultaneously
• Strong judgment and discretion when handling confidential information
• Proactive, resourceful, and comfortable working independently
• Strong Microsoft Office skills, including Word, Excel, PowerPoint, and Outlook
• Previous foundation, nonprofit, grants, financial services, legal, or other professional-services experience is required