Grants Assistant

Jobtailor; San Francisco (CA); On-site; USD 55,000 - 75,000; Full time

Job summary

Jobtailor in San Francisco is looking for an organized Grants Administrative Assistant to support grants managers with document prep, data entry, and meeting coordination. You will maintain digital client files, ensure compliance, and assist with grant payments and reporting.

You'll join a collaborative nonprofit-focused team, using tools like Asana and Microsoft Office, and you'll interact with foundation staff and grant applicants with professionalism and care.

Qualifications

• Minimum of one year of administrative experience in philanthropy and/or the nonprofit sector.
• 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 deadlines.
• Comfortable working within established systems and processes, managing multiple assignments.
• Collaborative team player who supports colleagues.
• Excellent interpersonal and customer service skills with professional communication.
• Strong written communication and proofreading abilities.
• Proficiency in Microsoft Office and database programs; able to learn new systems.
• Respectful when working with diverse stakeholders in Bay Area community.
• Genuine interest in the Bay Area nonprofit sector.

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 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 (e.g., Asana), 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.

Skills

Administrative experience

Detail-oriented

Collaborative team player

Interpersonal skills

Written communication

Microsoft Office

Database skills

Learning new systems

Diversity awareness

Bay Area knowledge

Tools

Asana

Microsoft Office

Database systems

Job description

• Support grants managers by preparing, compiling, and printing client materials; verifying compliance; and generating grant documents and payments — with careful attention to accuracy and process at every step.
• 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 — representing the team with professionalism and care.
• Coordinate logistics for on-site and off-site meetings, including space rental, catering, travel arrangements, technology setup, and room preparation — managing each detail reliably so nothing falls through the cracks.
• 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 (e.g., Asana), 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

Core Competencies

Demonstrates strong organizational and detail-oriented capabilities in managing grant documentation and client communications, while effectively utilizing project management tools to ensure timely task completion. Exhibits excellent interpersonal skills and a collaborative approach in supporting team dynamics within the nonprofit sector.