Executive and Grants Assistant
The Melville Charitable Trust is seeking an enthusiastic and highly-organized individual to join our team as Executive and Grants Assistant. We are the largest foundation in the U.S. exclusively devoted to ending homelessness. We invest in proven, lasting, and cost-effective solutions that enable people with the least resources and biggest barriers to reclaim their lives. Learn more at www.melvilletrust.org
The Executive and Grants Assistant provides high-level administrative and programmatic support to the Executive Director and senior program staff and oversees the Trust’s grants management system. The Assistant reports to the Executive Director and is an integral part of the Trust’s professional staff team. The Assistant allows the team to perform at the highest possible level, developing and driving projects that help improve the overall administrative and operation functions. The ideal candidate is a highly organized self-starter and collaborator with exceptional skills in creative problem solving and verbal and written communications.
Specific responsibilities include:
Executive Assistance
- Maintain the Executive Director’s calendar and arrange travel as required.
- Provide administrative, logistical, and travel support for staff, Board, and grantee meetings and events. Prepare and organize itineraries, directions, and materials. Arrange catering and set-up. Ensure receipts and reimbursements are filed in a timely fashion.
- Provide thorough support of quarterly Board meetings. Coordinate timely assembly and distribution of all meeting materials. Prepare minutes and grants docket and ensure maintenance of records. Coordinate video and phone conferencing.
- Take and share minutes at staff meetings.
- Ensure an attractive, user-friendly, organized and well-functioning office. Procure and organize office supplies and equipment, maintain shared filing systems, and handle routine correspondence. Open and distribute mail.
- Coordinate with IT and service companies for maintenance of computers, software, network connections, office copy machine and related items.
- Provide as-needed administrative support by conducting internet data/information searches, assist in preparing or formatting reports and presentations. Respond to general inquiries (email/phone).
- Create workflows regarding information, documents, and data.
- Proofread, format, and grammatically edit documents.
- Undertake special projects as assigned.
Grants Management Assistance
- Draft grant award letters. Ensure timely and accurate grant payments, reporting, and communications with grantees.
- Manage the grants database (Salesforce) and other tracking mechanisms for grant and sponsorship requests/reporting. Enter data, upload files, schedule grant payments, and assist with the online grant application process. Maintain data integrity and manage data reporting from the system.
- Create and maintain documentation of all grant processes and policies.
- Train staff on grant procedures and grants management software.
- Recommend improvements to the grant management process.
Experience and Requirements
- 3-5 years of relevant experience; knowledge of grantmaking, nonprofit management a plus.
- Familiarity and comfort level with CRM software, including making administrative fixes and upgrades. Salesforce experience is a big plus.
- Tech savvy and a quick learner, with high proficiency in MS Office Suite, Adobe and databases required.
- Excitement and commitment to continually improving systems and processes.
- Strong people and project management skills.
- Excellent written and oral communication skills and attention to detail required.
- Professional maturity, ability to exercise discretion and good judgment.
- Demonstrated skill at anticipating upcoming needs and potential problems and approaching them with a positive problem-solving mindset.
- Demonstrated ability to manage multiple priorities to meet deadlines, and to maintain good humor and composure while juggling tasks.
- Flexibility and initiative to work both independently and as part of a team.
This position is part time and 20-25 hours per week. It is based in New Haven, Connecticut, with flexibility to work some hours remotely. Remote work requires use of personal computer, printer, and phone. The position involves occasional travel to Hartford, primarily for the Trust’s quarterly board meetings.
Compensation and Benefits
This an exempt salaried position, with salary commensurate with experience. Benefits include parking, paid time off and holidays, workers compensation insurance, and 403b retirement plan.
Application Instructions
Please email your resume and a cover letter explaining how your skills fit this position to: jobs@melvilletrust.org, with “Executive and Grants Assistant” in the subject line. No phone calls please.
The Melville Charitable Trust is an equal opportunity employer and candidates from diverse backgrounds are encouraged to apply.
