Executive Assistant, Grant Specialist

San Diego Foundation

Providing high-level administrative support to executives while leading grant tracking and coordination efforts at PIC. Engaging with a variety of stakeholders and ensuring high-quality project management.

Posted 7/3/2026full-timeSan Diego • California • 🇺🇸 United StatesMid-LevelSenior💰 $36 per hourWebsite

About the role

Key responsibilities & impact

Build and maintain courteous and respectful relationships with management, staff, board members, partners, and donors, and interface with the community, by providing quality customer service resulting in a positive and professional image of PIC.
Coordinate workflow and travel arrangements for the Chief Economist and Senior Director of Workforce & Community Impact.
Manage Chief Economist and Senior Director of Workforce & Community Impact’s calendar, including scheduling meetings, prioritizing requests, and resolving conflicts.
Manage and triage inquiries and contacts via email, mail, phone, or in person requesting information with the Chief Economist and Senior Director of Workforce & Community Impact.
Provide a range of support activities, including database entry and report generation, correspondence, word processing, copyediting, desktop publishing, expense tracking, meeting logistics and minutes, copying, filing, event coordination, and mailing.
Prepare and process monthly expense reports in a timely manner.
Ensure confidentiality and discretion in all matters.
Other duties as assigned.
Provide general office support, including managing supplies and coordinating with facilities as needed.
Support meeting technology and presentation logistics.
Attend assigned meetings and take/transcribe minutes.
Monitor grant opportunities, including government and philanthropic grants.
Monitor requests for proposals.
Lead biweekly grant meetings to review upcoming grant deadlines, and provide the PIC team with overviews of potential new funding opportunities.
Support the submittals of grants and RFPs, including compilation of necessary documentation, signature approvals, etc.

Requirements

What you’ll need

Minimum of four years administrative experience in a professional office environment; nonprofit experience preferable.
Experience supporting C-level executives.
Strong diplomatic and communication skills, with the ability to develop buy-in across a wide range of stakeholders; ability to develop effective working relationships with all colleagues, external constituencies, and decision makers.
Ability to work with and effectively manage information of a confidential nature requiring considerable discretion, judgment, tact, and diplomacy.
Excellent customer service skills.
Proven track record in developing and using administrative systems.
Experience with developing and maintaining budgets.
Teamwork, self-motivation, a proactive approach to work, flexibility, and strong interpersonal skills are essential.
Strong initiative and ability to work with minimal supervision.
Ability to successfully organize, prioritize, and implement multiple projects.
Initiative to recognize and anticipate problems, then solve them.
Experience tracking grants and/or contracts.
Strong written and verbal communication skills.
Meticulous writing and editing skills.
Computer skills: Expert proficiency with Microsoft Outlook, Word, and Excel; understanding of the use and limitations of AI tools and good judgment regarding when to use them.
Proven track record in project management.
Working knowledge of processes for tracking, compiling, and submitting grant and RFP proposals.

Benefits

Comp & perks

Supportive, inclusive organizational culture committed to mission-driven work.
Hybrid work environment with support for home office setup.
100% employer-paid premiums for medical, vision, dental, life, AD&D, and long-term disability; 75% employer-paid premiums for all dependents.
403(b) retirement plan with up to 4% employer match plus annual discretionary contribution.
Earned Incentive Program.
3 weeks paid time off annually, plus 1 additional paid week off in July for all staff.
4-week paid sabbatical for every 5 years of service.
13 paid holidays + 2 paid volunteer days per year.
Extended Health Care Time accruing at 2.77 hours per pay period (up to 480-hour cap) — usable for sick leave, family care, and parental leave/baby bonding.
$100/month cell phone and internet reimbursement.
$75/quarter gym reimbursement.
Annual service award: $100 donation to a nonprofit of your choice.

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

Project ManagementDatabase EntryReport GenerationBudget DevelopmentExpense TrackingMeeting CoordinationCopyeditingDesktop PublishingEvent CoordinationGrant Proposal Submission

Soft Skills

Interpersonal SkillsDiplomatic SkillsSelf-MotivationProblem-SolvingFlexibility