Administrative Assistant - Law Enforcement Grants

Vir Tra is one of the first virtual reality-based companies in the world, focused on developing and delivering advanced simulation systems for firearms and use-of-force training. Our clients primarily include military and law enforcement agencies throughout the United States and around the world.

The Administrative Assistant provides day-to-day administrative support for Vir Tra's law enforcement grant-support program. The position researches and tracks funding opportunities, maintains grant resources and records, coordinates agency communications and educational activities, monitors deadlines, and prepares routine program reports. This role is intended for an organized, service-oriented early-career professional who demonstrates accuracy, initiative, sound judgment, and consistent follow-through.

• Provide day-to-day administrative support for Vir Tra's law enforcement grant-support program and serve as the primary coordinator for routine grant-related inquiries, records, schedules, communications, and follow-up.
• Research federal, state, local, foundation, and other grant opportunities relevant to law enforcement and public-safety training, equipment, technology, and simulation; summarize eligibility, funding priorities, award amounts, cost-share requirements, deadlines, and application requirements.
• Maintain a master grant calendar and opportunity database containing source links, release dates, due dates, required registrations, amendments, agency contacts, and current status; monitor funding notices for changes and promptly communicate material updates.
• Develop and maintain a centralized grant-resource library containing current opportunities, program guidance, frequently asked questions, checklists, approved product information, sample narratives, budget worksheets, project descriptions, and other grant-readiness materials.
• Administer an organized intake process for agency requests by documenting agency needs, location, eligibility considerations, funding interests, key contacts, required follow-up, and next steps.
• Monitor the program email inbox, shared calendar, contact lists, online resources, and grant-related subscriptions; respond to routine questions and route technical, legal, pricing, or policy questions to the appropriate internal resource.
• Schedule and coordinate grant consultations, webinars, briefings, and training sessions, including invitations, registrations, agendas, presentation materials, attendance records, meeting notes, and post-event follow-up.
• Coordinate with Sales, Marketing, Finance, Contracts, Product Management, and subject‑matter experts to assemble accurate and approved product descriptions, budgetary information, quotations, letters of support, and other materials agencies may need when preparing grant applications.
• Prepare, format, proofread, and distribute grant‑related correspondence, opportunity summaries, presentations, application‑support resources, reports, and website or outreach content using approved company language.
• Track participating agencies from initial inquiry through application, award, non‑award, or closeout; send appropriate reminders, document outcomes, and maintain accurate notes without representing that funding is guaranteed.
• Maintain complete, orderly, and current electronic records in accordance with company document‑retention, confidentiality, version‑control, and data‑protection requirements.
• Compile program activity measures, including opportunities identified, agency inquiries, consultations, webinar participation, applications reported, awards reported, and customer feedback; prepare concise recurring updates for management.
• Review grant resources, standard operating procedures, templates, checklists, and contact information on a recurring basis and recommend administrative updates needed to keep the program accurate, consistent, and easy to use.
• Clearly communicate that customer agencies remain responsible for determining eligibility and for preparing, approving, certifying, and submitting their own applications unless a separate written arrangement expressly provides otherwise.
• Manage competing grant‑support…