Administrative Associate – Foundation

Our client, a prestigious foundation based in New York, NY is seeking a highly polished and organized Administrative Associate to join its team. This is an excellent opportunity for a bright, motivated professional with exceptional writing and communication skills who is interested in building a career within the nonprofit and philanthropic space. The ideal candidate will have a strong academic background and experience in executive support, office administration, or a similar professional environment. This individual must be an excellent writer, highly detail-oriented, and comfortable interacting with senior executives, external partners, and other key stakeholders.

The role will provide administrative and operational support while also assisting with the foundation’s grant-making activities.

Responsibilities:
• Provide high-level administrative support to senior members of the organization
• Assist with the administration and coordination of the foundation’s grant-making process
• Draft and edit correspondence, memos, reports, presentations, and other written materials
• Maintain grant files, records, documentation, and deadlines
• Coordinate calendars, meetings, conference calls, and other scheduling
• Prepare materials and correspondence for internal and external meetings
• Communicate professionally with grantees, nonprofit organizations, executives, and other external partners
• Track outstanding items and proactively follow up to ensure deadlines are met
• Maintain highly organized electronic and physical files
• Assist with research and special projects
• Support general office operations and administrative needs
• Handle confidential and sensitive information with discretion
• Take ownership of projects and ensure assignments are completed accurately and on time

Qualifications:
• Bachelor’s degree required; strong academic record preferred
• 5- 10 years of professional experience in an Executive Assistant, Administrative Assistant, Office Coordinator, Program Assistant, or similar role
• Exceptional written communication and proofreading skills
• Highly polished and professional with strong interpersonal skills
• Extremely organized with exceptional attention to detail
• Ability to manage multiple priorities and deadlines simultaneously
• Strong judgment and discretion when handling confidential information
• Proactive, resourceful, and comfortable working independently
• Strong Microsoft Office skills, including Word, Excel, PowerPoint, and Outlook
• Previous foundation, nonprofit, grants, financial services, legal, or other professional-services experience is required