Grants Management and Executive Assistant, Pacific at The Campbell Foundation in St. Petersburg, Florida

Job Description:

Position Overview

The Grants Management and Executive Assistant provides administrative and grants management support for the Foundation's Pacific office and staff.

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The successful candidate has a passion for being helpful and supportive, with a natural inclination to anticipate the needs of others, whether that be Pacific staff or grantees. They are deft at managing up and assuring that the staff and projects that they support have all the tools and information in place. They are supremely organized and continuously seek to refine their own systems.

They have the ability to focus on minutiae while keeping the bigger picture in mind and can prioritize on the fly. They have a meticulous attention to detail, are a compulsive planner, and able to consistently think three to six months out, maybe even a year.

The candidate is good at taking direction and following current procedures, but also willing to make suggestions for improvement in any area. They are not afraid to ask for help or clarification, and are equally comfortable receiving feedback, even at a rapid pace. They understand the importance of maintaining confidentiality and being discrete.

Signs that you may be the right candidate include: a feeling of great satisfaction when you balance an account, have a certain specific way you like to set up file naming conventions, love it when formatting is immaculately consistent, are notoriously punctual, and/or think data cleanup is actually fun.

While some candidates with experience in support roles may have been treated like "just an assistant" by other employers, the opposite is true at The Campbell Foundation. We have the utmost respect for those in support roles and have a deep understanding of how their contributions keep all systems running smoothly and efficiently. Our high volume and rapid-paced grants portfolio absolutely depends on the support staff, and we strive to listen with sensitivity as issues arise. The supervisor for this position has decades of experience in a support role herself.

There are tools in place that will help this candidate be successful, including:

• A collection of well-developed tools and systems to manage the operations of the Foundation
• Regular and frequent meetings with the Chief of Staff (your supervisor)
• A thorough onboarding/training process
• Six-month, and then annual, employee reviews
• Professional development and mentoring opportunities

As you explore, keep in mind the Foundation is happy to consider candidates who may not meet all the listed requirements as well as candidates who are at various stages of their career or come from other industries or fields. We are most interested in candidates whose values align with the Foundation and who have diverse backgrounds that would contribute meaningfully to our work.

Position Type

Administrative

Reports To

Chief of Staff

Location

Remote, but candidates should be willing to travel (via ground or air) to San Francisco up to four times per year for in-person team meetings. Expenses will be covered by the Foundation.

Compensation

$79,000

Estimated Start Date

June 2, 2025

FTE Status/Hours per week

Full-time, 40 hours per week, Non-exempt

Benefits

The Campbell Foundation offers exceptional benefits, including medical, dental, vision, Health Savings Account with employer contribution, 403(b) retirement plan, generous paid leave, matching gifts, tuition assistance and wellness reimbursement.

Process
The hiring process for this candidate will include:

• A questionnaire/video submission
• Skills assessment*
• Interview with the Chief of Staff*
• Reference and background/credit check

*If candidates advance to these stages, they will be compensated at a standard rate of $20 per hour for time spent on submitting materials and participating in activities. They will also be reimbursed for any travel expenses.

Travel

Outside of quarterly in-person team meetings in San Francisco, CA, infrequent, only as needed for conferences or staff events

Diversity, Equity and Inclusion Policy

The Foundation is committed to fostering, cultivating and preserving a culture of diversity, equity and inclusion. Our human capital is the most valuable asset we have. The collective sum of the individual differences, life experiences, knowledge, inventiveness, innovation, self-expression, unique capabilities and talents that our employees invest in their work represents a significant part of our culture, reputation and achievement.

Equal Opportunity Employer

The Campbell Foundation is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, creed, color, religion, alienage or national origin, ancestry, citizenship status, age, disability or handicap, sex, marital status, veteran status, sexual orientation, genetic information, arrest record, or any other characteristic protected by applicable federal, state or local laws. Our management team is dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, employee activities and general treatment during employment.

Job Duties, Roles, and Responsibilities

Grants Management, Pacific

• Use the grants management system to:
  • Send out invitations to grantees to submit materials
  • Process and track timely and complete submission of all grant materials
  • Prepare Ready to Go Grants Agendas for Foundation President's approval
  • Process approved grants, to include editing and distribution of grant agreements, reporting guidelines, and all other associated tasks of the grant cycle
  • Prepare future placeholder grants
  • Support for the Capacity Building and Unsolicited Grants Programs for the Pacific office
• Develop an understanding of current relationships with grantees and manage ongoing grantee communications regarding grants processing, (e.g. responding to grantee questions)
• Serve as a grantee and grant seeker point of contact for proposal and report submissions, including inquiries related to unsolicited grant requests
• Provide grantee portal support for Pacific grantees, in collaboration with Tech Specialist
• Maintain data integrity of the internal grants management systems, including reconciling with third party grants systems
• Prepare reports related to Audits and IRS Form 990
• Manage all matching gifts and membership dues
• Oversee fiscal sponsors by reviewing and tracking status of due diligence checklists
• Participate in weekly Operations Team meetings to collaborate on improving the grantmaking and grant seeking process, and associated technology
• Provide support for maintaining multiple grant forms
• Assist with documenting grant-related and other technical instructions
• Stay abreast of new best practices within the field of grants management
• Guide data and grant-related projects as assigned

Administrative/Operations

• Provide as-needed executive administrative support for Pacific staff
• Serve as backup for the Chief of Staff, assisting with correspondence, calendar and task management for the President
• Provide administrative support for Pacific staff, such as travel booking, calendaring, and compiling expense reports and wellness reimbursements
• Process Foundation invoices for payment
• Prepare and format vendor/consultant contracts and other documents for circulation via Adobe Sign
• Provide support for work plans, developing meeting agendas and note-taking
• Assist with project and timeline management
• Assist with employee onboarding and off-boarding

Background/Experience (Preferred)

• Bachelor's degree
• Six or more years of experience in an administrative support role for an executive within a dynamic organization, preferably one that interacts with many external partners/customers
• Four or more years of applicable grant administration experience in non-profits or philanthropy

Technical Skills

• Able to function well in a paperless environment
• Mac/iOS fluency
• Strong experience and comfort learning and using a wide variety of software, including, for example:
• Salesforce or other database/CRM software
• MS Office Suite for Mac, with emphasis on Outlook
• Zoom or other video conferencing
• Adobe Acrobat Pro
• Expensify or other travel & expense software
• SmartSheet or other project management tool
• Tech Smith Capture or other screen capture tools

Abilities

• Actively manages competing priorities to balance responsibilities and complete assignments in a timely fashion
• Works with minimal supervision and a strong desire to independently problem-solve
• Thoroughly understands the office systems and operational requirements and confidently anticipates, identifies, and addresses issues to keep the office running smoothly.
• Organized and keen attention to detail in a highly dynamic environment
• Consistently sees tasks through to completion while handling multiple issues at any one time
• Demonstrates commitment to the Foundation's diversity, equity, and inclusion policy
• Responsive, concise communication style
• Integrates feedback into ongoing performance
• On behalf of the Foundation, projects a positive and constructive demeanor
• Solid skills and interest in researching topics, working with databases, collecting and synthesizing quantitative and qualitative information
• Comfort with communicating with partners and troubleshooting any problems or concerns

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