Wilf Family Foundations seeks a highly organized, detail-oriented, and service-minded Grants Administrator / Executive Assistant on a full-time basis to support the day-to-day administration of the Foundations’ grantmaking, operations, and executive support needs.

This role will work closely with the Foundations’ current staff and leadership in its Short Hills, New Jersey office to help ensure that grants, meetings, records, communications, and administrative processes are handled accurately, efficiently, and with care. The ideal candidate is someone who takes pride in strong execution, follows through consistently, notices details others may miss, and brings sound judgment to confidential and relationship-sensitive work.

This is a hands-on role for someone who enjoys keeping complex work moving: tracking grant requests and deadlines, maintaining clean records, preparing materials, coordinating logistics, supporting communications, and helping build reliable systems that make the team more organized and effective. 

KEY RESPONSIBILITIES

Grant Administration and Processing

• Support the full grant administration process, including intake, tracking, documentation, approvals, payment coordination, reporting, and close-out.

• Maintain accurate grant records in the Foundations’ grantmaking systems, shared drives, and internal trackers.

• Prepare and/or organize grant-related materials, including proposals, grant agreements, payment documentation, reporting, and correspondence.

• Track grant deadlines, reporting requirements, payment schedules, and follow-up items to ensure nothing falls through the cracks.

• Help review grant materials for completeness, consistency, and alignment with internal processes before they move forward.

• Support periodic grant reporting, board materials, docket preparation, and internal summaries as needed.

• Help improve and maintain templates, checklists, naming conventions, folders, and workflows related to grant processing.

Executive and Team Support

• Provide administrative and logistical support to members of the WFF team, including scheduling, calendar coordination, meeting preparation, and follow-up.

• Prepare agendas, meeting materials, notes, action-item lists, and briefing documents.

• Help coordinate internal and external meetings, including virtual meetings, in-person meetings, site visits, and occasional events.

• Manage logistics such as calendar invitations, room or Zoom setup, materials, catering, travel details, and day-of coordination as needed.

Administrative Operations and Systems

• Maintain organized digital files, records, templates, contact lists, and shared documents.

• Support expense tracking, reimbursements, invoices, vendor documentation, and basic budget-related administration.

• Help manage administrative tools, subscriptions, shared calendars, and basic technology workflows.

• Identify opportunities to make systems clearer, more consistent, and easier for the team to use.

• Support special projects and research assignments connected to the Foundations’ evolving priorities.

THE IDEAL CANDIDATE

• Exceptionally organized, with strong attention to detail and a high standard for accuracy.

• Reliable and proactive, with the ability to anticipate needs, follow through, and manage multiple priorities.

• Comfortable with administrative work and willing to handle both routine tasks and more complex coordination.

• Clear and professional in written and verbal communication.

• Discreet, trustworthy, and able to handle confidential information with care.

• Service-oriented and collaborative, with a strong instinct to support colleagues and external partners well.

• Calm under pressure and able to adapt when priorities shift.

• Comfortable creating order from complexity and improving systems over time.

• Interested in philanthropy, Jewish communal life, nonprofit work, and/or family foundation operations.

QUALIFICATIONS

• Bachelor’s degree or equivalent relevant experience.

• Strong writing, editing, proofreading, and document-preparation skills.

• Excellent calendar, scheduling, tracking, and follow-up skills.

• Strong command of common workplace tools, including Microsoft Office or Google Workspace, Zoom, shared drives, spreadsheets, and project/document management systems.

• Comfort learning new technology platforms, including grant management systems and workflow tools.

• Experience with grants administration, family foundations, nonprofit operations, or philanthropy is strongly preferred.

• Familiarity with the Jewish communal or philanthropic landscape is a plus.

ROLE DETAILS

This is a full-time, in-person position in the New Jersey area.

Salary range: $50,000-$75,000, commensurate with experience
Benefits: Health Insurance, Dental Insurance, Vision Insurance, Life Insurance, Paid Time Off

Wilf Family Foundations is an equal opportunity employer and welcomes candidates from diverse backgrounds and experiences.

To apply, please submit a resume and brief cover note to WF_resumes@wilffoundations.org with the subject line “Grants Administrator/ Executive Assistant.”