Office and Grants Coordinator

Join to apply for the Office and Grants Coordinator role at The Wallis Annenberg Legacy Foundation
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The Office and Grants Coordinator 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.

• 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.
  • Ensure integrity, security, and efficient operation of the digital Grants Management System (GMS), including coordinating system implementation and enhancements, managing vendor relationships, and supporting internal team training and coaching.
• Office Administration & Meeting Support (60%)
  • Maintain in-office attendance 2–3 days per week (essential function).
  • 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, coordinate catering, hotels, and transportation for Board and committee meetings.
  • Perform other duties as assigned.

• 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, office administration, or corporate or nonprofit environments of comparable complexity.
  • Must possess a valid California driver’s license and automobile insurance as required by state law.

• 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
  • 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.

• 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.

Associate

Full-time

Other