Grants Operations & Executive Assistant

Wilf Family Foundations; New Jersey; On-site; USD 50,000 - 75,000; Full time

Benefits offered by this job

Health Insurance

Dental Insurance

Vision Insurance

Life Insurance

Paid Time Off

Job summary

Wilf Family Foundations seeks a highly organized, detail-oriented Grants Administrator / Executive Assistant on a full-time basis to support the day-to-day administration of the Foundations’ grantmaking, operations, and executive support needs.

This role will work closely with the Foundations’ current staff and leadership in its Short Hills, New Jersey office to help ensure that grants, meetings, records, communications, and administrative processes are handled accurately, efficiently, and with

Qualifications

• Bachelor’s degree or equivalent relevant experience.
• Strong writing, editing, proofreading, and document-preparation skills.
• Excellent calendar, scheduling, tracking, and follow-up skills.
• Strong command of common workplace tools, including Microsoft Office or Google Workspace, Zoom, shared drives, spreadsheets, and project/document management systems.
• Comfort learning new technology platforms, including grant management systems and workflow tools.
• Experience with grants administration, family foundations, nonprofit operations, or philanthropy is strongly preferred.
• Familiarity with the Jewish communal or philanthropic landscape is a plus.

Responsibilities

• Support the full grant administration process, including intake, tracking, documentation, approvals, payment coordination, reporting, and close-out.
• Maintain accurate grant records in the Foundations’ grantmaking systems, shared drives, and internal trackers.
• Prepare and/or organize grant-related materials, including proposals, grant agreements, payment documentation, reporting, and correspondence.
• Track grant deadlines, reporting requirements, payment schedules, and follow-up items to ensure nothing falls through the cracks.
• Help review grant materials for completeness, consistency, and alignment with internal processes before they move forward.
• Support periodic grant reporting, board materials, docket preparation, and internal summaries as needed.
• Help improve and maintain templates, checklists, naming conventions, folders, and workflows related to grant processing.

Skills

Highly organized

Attention to detail

Service-oriented

Written and verbal communication

Calendar management

Follow-through

Discretion

Collaborative

Philanthropy interest

Education

Bachelor’s degree or equivalent

Tools

Microsoft Office

Google Workspace

Zoom

Project management systems

Job description

Wilf Family Foundations seeks a highly organized, detail-oriented Grants Administrator / Executive Assistant on a full-time basis to support the day-to-day administration of the Foundations’ grantmaking, operations, and executive support needs.

This role will work closely with the Foundations’ current staff and leadership in its Short Hills, New Jersey office to help ensure that grants, meetings, records, communications, and administrative processes are handled accurately, efficiently, and with