Office and Grants Coordinator

Office and Grants Coordinator

(While open to a hybrid work arrangement,
this position requires 2–3 days per week onsite (an essential function) and ongoing flexibility to support executive leadership in person, including meetings, Board and committee support, and core office administration.
)

Job Summary

The
Office and Grants Coordinator
for the
Wallis Annenberg Legacy Foundation
provides administrative and project management support related to philanthropic grantmaking from inception through completion, while also delivering high-level administrative support to the Foundation's Executive Officers.

This role is responsible for ensuring quality control, efficiency, attention to detail, and security throughout the Foundation's grants administration process. The Coordinator manages grant processing and reporting, database administration, and document and knowledge management, and serves as the primary administrator of the Foundation's digital grants management system, working collaboratively with multiple functional units.

In addition, the Office and Grants Coordinator provides broad office and executive administrative support, requiring independent judgment and the ability to identify effective and efficient solutions across a variety of operational needs. This includes personalized support to senior leadership and responsibility for core office administration functions.

REQUIRED: Advanced proficiency in Microsoft Office (Excel, Word, PowerPoint, Outlook)

Duties and Responsibilities

Grants Administration (40%)

• Manage the end-to-end administrative processing of charitable contributions and grants, including reporting and documentation
• Oversee organization and maintenance of grantee records and files
• Track grant lifecycle activities, including deliverables and routine financial updates
• Conduct research and prepare reports and analyses for the Board, COSO, and leadership, as requested
• Ensure integrity, security, and efficient operation of the digital Grants Management System (GMS), including:
• Coordinating system implementation and enhancements
• Managing vendor relationships
• Supporting internal team training and coaching related to GMS use

Office Administration & Meeting Support (60%)

• Maintain in-office attendance
  2–3 days per week
  (essential function of the role)
• Support a
  remote/hybrid executive office
  , recognizing that executive presence in-office will vary
• Provide administrative support including preparation, filing, and management of correspondence, reports, schedules, calendars, and confidential materials
• Plan, coordinate, and support onsite and offsite meetings, conference calls, video conferences, and events
• Under the direction of the COSO:
• Prepare and manage Board and committee materials, including digital presentations
• Coordinate catering, hotels, and transportation for Board and committee meetings
• Perform other duties as assigned

Scope

• Flex Designation:
  Local

Education and Experience

Education Requirements

• Preferred:
  Bachelor's degree in social sciences, technology, analytics, or related field
• Relevant project management experience may be considered in lieu of degree
• Working knowledge of a Grants Management System is a plus

Experience Requirements

• Preferred:
  4+ years of related experience in:
• Grants administration
• Technology operations or database management
• Project management
• Budget development
• Office administration
• Corporate or nonprofit environments of comparable complexity
• Must possess a valid
  California driver's license
  and
  automobile insurance
  as required by state law

Skills and Qualifications

General Skills

• Planning & Priority Setting:
  Strong organizational and time management skills with exceptional attention to detail and confidentiality
• Communication:
  Excellent interpersonal, verbal, written, and customer service skills
• Internal & External Focus:
  Ability to build and maintain effective relationships with Board members, committees, grantees, and internal teams
• Personal Characteristics:
  Highly productive, self-motivated, adaptable, and eager to learn in a fast-paced environment
• Interpersonal Skills:
  Warm, collaborative team member with experience managing vendor relationships

Technical & Specific Skills

• Strong presentation development skills
• High speed and accuracy in word processing
• Advanced proficiency in Microsoft Office, including
  Word, PowerPoint, Outlook
  , and especially
  Excel

Additional Qualifications

• Availability to work occasional evenings and weekends as needed
• Ability to travel occasionally within the United States for conferences and special meetings

Physical Requirements

This position is based in a general corporate office environment and requires the ability to:

• Sit, stand, and walk for extended periods
• Communicate in person, by phone, and via video conferencing
• Use a computer keyboard and read from screens and documents
• Lift up to
  15 pounds

Safety Requirements

The employee must be able to perform all job duties safely, in accordance with standard operating procedures, without endangering the health or safety of themselves or others.