Grants Administrator​/Executive Assistant

Wilf Family Foundations seeks a highly organized, detail-oriented, and service-minded 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 care. The ideal candidate is someone who takes pride in strong execution, follows through consistently, notices details others may miss, and brings sound judgment to confidential and relationship-sensitive work.

This is a hands-on role for someone who enjoys keeping complex work moving: tracking grant requests and deadlines, maintaining clean records, preparing materials, coordinating logistics, supporting communications, and helping build reliable systems that make the team more organized and effective.

• 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.

• Provide administrative and logistical support to members of the WFF team, including scheduling, calendar coordination, meeting preparation, and follow-up.

• Prepare agendas, meeting materials, notes, action-item lists, and briefing documents.

• Help coordinate internal and external meetings, including virtual meetings, in-person meetings, site visits, and occasional events.

• Manage logistics such as calendar invitations, room or Zoom setup, materials, catering, travel details, and day-of coordination as needed.

• Maintain organized digital files, records, templates, contact lists, and shared documents.

• Support expense tracking, reimbursements, invoices, vendor documentation, and basic budget-related administration.

• Help manage administrative tools, subscriptions, shared calendars, and basic technology workflows.

• Identify opportunities to make systems clearer, more consistent, and easier for the team to use.

• Support special projects and research assignments connected to the Foundations’ evolving priorities.

• Exceptionally organized, with strong attention to detail and a high standard for accuracy.

• Reliable and proactive, with the ability to anticipate needs, follow through, and manage multiple priorities.

• Comfortable with administrative work and willing to handle both routine tasks and more complex coordination.

• Clear and professional in written and verbal communication.

• Discreet, trustworthy, and able to handle confidential information with care.

• Service-oriented and collaborative, with a strong instinct to support colleagues and external partners well.

• Calm under pressure and able to adapt when priorities shift.

• Comfortable creating order from complexity and improving systems over time.

• Interested in…