Grants Assistant

Description

The Grants Assistant plays an essential role on the Grants Management team, supporting the end-to-end grant lifecycle for client foundations with precision, consistency, and care. This is a role built for someone who takes genuine pride in doing things right — someone who finds satisfaction in well-executed processes, accurate data, and reliable follow-through that the whole team can count on. 

The ideal candidate is dependable, thorough, and collaborative — someone who thrives in a structured environment with clear expectations, brings a calm and steady presence to their work, and is motivated by contributing meaningfully to a team and the clients it serves. This position supports a minimum of two clients, with additional support across the broader PFS portfolio and select operations activities as business needs arise. A genuine interest in the nonprofit and philanthropic sector is strongly preferred. As a critical member of the PFS team, attendance in the PFS office is an essential function of this job. 

Key Responsibilities:

Grantmaking Operations Support (40%)

• 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. 

Client Service & Grantseeker Support (35%)

• 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. 

Team Collaboration & Operations Support (30%)

• 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

Job Requirements for Hybrid Work Environment:

Dedicated Workspace: Must have a home office or workspace that is free of distractions and interruptions to ensure productivity and focus during work hours. 

Reliable Internet Connection: High-speed internet is required to support video conferencing, file sharing, and other work-related technology needs. 

Hybrid Work Commitment: Must be able to reliably commute to the office 2 days per week (including Tuesday) and meet in-person collaboration requirements as needed. 

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.    

An Equal Opportunity Employer

We do not discriminate based on race, color, religion, national origin, sex, age, disability, genetic information, or any other status protected by law or regulation. It is our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors.