Office and Grants Coordinator

The Wallis Annenberg Legacy Foundation; Los Angeles (CA); Hybrid; USD 55,000 - 75,000; Full time

Job summary

A nonprofit organization is seeking an Office and Grants Coordinator to provide administrative support for grantmaking and executive operations. The role involves managing grants administration, maintaining organization of grantee records, and providing administrative assistance to executives. The ideal candidate will have a Bachelor's degree and 4+ years of experience in grants administration. Strong communication and organizational skills are essential. This is a full-time position located in Los Angeles, California.

Qualifications

• Preferred Bachelor's degree in social sciences, technology, or analytics.
• 4+ years of relevant experience in grants administration or project management required.
• Working knowledge of a Grants Management System is a plus.

Responsibilities

• Manage end-to-end administrative processing of grants.
• Support a remote executive office and maintain in-office attendance.
• Prepare Board and committee materials and coordinate meetings.

Skills

Strong organizational skills

Excellent communication skills

Ability to build relationships

High speed in word processing

Advanced proficiency in Microsoft Office

Education

Bachelor’s degree in social sciences, technology, or related field

4+ years of related experience in grants administration

Tools

Grants Management System

Microsoft Office (Excel, Word, PowerPoint)

Job description

Join to apply for the Office and Grants Coordinator role at The Wallis Annenberg Legacy Foundation.

Job Summary

The Office and Grants Coordinator provides administrative and project management support related to philanthropic grantmaking from inception through completion, while also delivering high-level administrative support to the Foundation’s Executive Officers.

Duties and Responsibilities

• Grants Administration (40%)
  • Manage the end-to-end administrative processing of charitable contributions and grants, including reporting and documentation.
  • Oversee organization and maintenance of grantee records and files.
  • Track grant lifecycle activities, including deliverables and routine financial updates.
  • Conduct research and prepare reports and analyses for the Board, COSO, and leadership.
  • Ensure integrity, security, and efficient operation of the digital Grants Management System (GMS), including coordinating system implementation and enhancements, managing vendor relationships, and supporting internal team training and coaching.
• Office Administration & Meeting Support (60%)
  • Maintain in-office attendance 2–3 days per week (essential function).
  • Support a remote/hybrid executive office, recognizing that executive presence in-office will vary.
  • Provide administrative support including preparation, filing, and management of correspondence, reports, schedules, calendars, and confidential materials.
  • Plan, coordinate, and support onsite and offsite meetings, conference calls, video conferences, and events.
  • Under the direction of the COSO, prepare and manage Board and committee materials, coordinate catering, hotels, and transportation for Board and committee meetings.
  • Perform other duties as assigned.

Education and Experience

• Education Requirements
  • Preferred Bachelor’s degree in social sciences, technology, analytics, or related field.
  • Relevant project management experience may be considered in lieu of degree.
  • Working knowledge of a Grants Management System is a plus.
• Experience Requirements
  • Preferred 4+ years of related experience in grants administration, technology operations or database management, project management, office administration, or corporate or nonprofit environments of comparable complexity.
  • Must possess a valid California driver’s license and automobile insurance as required by state law.

Skills and Qualifications

• General Skills
  • Planning & Priority Setting: Strong organizational and time management skills with exceptional attention to detail and confidentiality.
  • Communication: Excellent interpersonal, verbal, written, and customer service skills.
  • Internal & External Focus: Ability to build and maintain effective relationships with Board members, committees, grantees, and internal teams.
  • Personal Characteristics: Highly productive, self‑motivated, adaptable, and eager to learn in a fast‑paced environment.
  • Interpersonal Skills: Warm, collaborative team member with experience managing vendor relationships.
• Technical & Specific Skills
  • High speed and accuracy in word processing.
  • Advanced proficiency in Microsoft Office, including Word, PowerPoint, Outlook, and especially Excel.
• Additional Qualifications
  • Availability to work occasional evenings and weekends as needed.
  • Ability to travel occasionally within the United States for conferences and special meetings.

Physical Requirements

• Sit, stand, and walk for extended periods.
• Communicate in person, by phone, and via video conferencing.
• Use a computer keyboard and read from screens and documents.
• Lift up to 15 pounds.

Seniority Level

Associate

Employment Type

Full-time

Job Function

Other