Description

Admin Assistant/Grant Assistant Part-Time

Employment Type: Part-Time  25-30 hours per week 

Location: On-Site 

Position Summary
We are seeking a highly organized, detail-oriented Grant Assistant to support the Grant Services team with administrative, organizational, and programmatic functions. The Grant Assistant will help maintain efficient operations, assist with grant preparation and reporting, and facilitate clear communication among internal staff, external partners, and funders. This role requires strong administrative skills, basic grant writing abilities, and experience supporting grant management processes.

Key Responsibilities
Grant Support

Assist with the preparation, review, editing, and submission of grant applications, letters of inquiry (LOIs), and grant reports.
Support basic grant writing by drafting standard narrative sections, tailoring boilerplate language, and assembling attachments.
Track grant opportunities, deadlines, deliverables, and compliance requirements in shared calendars and grant management tools.
Maintain accurate digital and paper grant files; ensure documentation is complete, current, and audit-ready.
Support grant monitoring, data collection, and outcomes reporting; coordinate with program staff to gather metrics, stories, and supporting materials.
Conduct light prospect research to identify alignment with organizational priorities and prepare brief summaries for review.
Administrative Support

Provide comprehensive administrative support including calendar management, meeting coordination, agenda/materials preparation, and note-taking with action items.
Draft, edit, and format correspondence, memos, presentations, and other documents; ensure brand and style consistency.
Manage office communications: triage emails, answer phones, greet visitors, and route inquiries appropriately.
Maintain organized filing systems, version control, and document naming conventions across shared drives.
Coordinate logistics for meetings, site visits, events, and special projects (room bookings, AV, materials, refreshments).
Support process documentation and the creation/maintenance of SOPs for grant workflows.
Financial and Record-Keeping Support

Process invoices, payment requests, and reimbursements tied to grant activities; ensure proper coding and approvals.
Assist in tracking budgets, expenses, and grant allocations; prepare summaries for internal review and funder reports.
Enter and update data in internal systems (CRM/grant tracker/spreadsheets) with high accuracy and timeliness.
Communication and Stakeholder Coordination

Liaise with program, finance, and development teams to ensure timely inputs for proposals and reports.
Coordinate with external partners and funders to obtain guidelines, templates, and submission instructions; confirm receipt of submissions.
Prepare concise status updates and reminders on pending items, deadlines, and next steps.
Qualifications
Experience

Minimum 2 years of administrative, office, or grant support experience; nonprofit or philanthropy experience preferred.
Basic grant writing experience (e.g., drafting narrative sections, assembling attachments, formatting, and compliance checks).
Familiarity with grant lifecycles, compliance, and standard grant management practices.
Knowledge

Strong understanding of philanthropic foundations and their operational procedures, or demonstrated knowledge of standard grant management practices and funder expectations.
Skills

Administrative excellence: calendar and inbox management, meeting prep, document production, and file organization.
Writing and editing: clear, concise, and professional written communication; ability to tailor content to guidelines.
Organization and time management: ability to prioritize multiple tasks, manage competing deadlines, and follow through.
Detail orientation and accuracy with a commitment to confidentiality and data integrity.
Technical proficiency: Microsoft Office Suite (Word, Excel, Outlook, PowerPoint); ability to learn and use CRMs and grant tracking/reporting databases. Experience with SharePoint/OneDrive or Google Workspace is a plus.
Analytical skills: comfort with basic budgeting, expense tracking, and data entry/quality control.
Attributes

Professional, proactive, team-oriented, and service-minded.
Resourceful problem-solver who anticipates needs and improves processes.
Comfortable working on-site and collaborating cross-functionally.

Preferred Tools and Systems (Nice to Have)
Grant or fundraising CRMs (e.g., Foundant, Fluxx, Salesforce, Raiser’s Edge, GrantHub)
Project management tools (e.g., Asana, Trello, Monday.com)
Basic familiarity with PDF editors and e-signature tools (e.g., Adobe Acrobat, DocuSign)

How to Apply
Please submit a resume and a brief cover letter highlighting relevant administrative experience and examples of your involvement in grant writing or grant support. Include two writing samples (e.g., a brief proposal section or report excerpt, de-identified if needed).

Requirements

Qualifications
Strong research and analytical skills with the ability to identify high-potential funding opportunities.
Exceptional writing, editing, and proofreading skills with an eye for detail.
Familiarity with grant management systems, calendars, and reporting requirements.
Ability to work collaboratively with teams while managing multiple deadlines independently.
Strong organizational and communication skills.