Grants Assistant

Grants Assistant

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.

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.

• 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…