Grant Administration & Portfolio Management

• Personally manage a portfolio of grants in partnership with the Associate Director, supporting all stages of the grant lifecycle: prospect research, proposal preparation, submission, and stewardship.

• Provide extensive grant writing support, drafting sections of proposals and preparing supporting documentation.

• Develop and compile supporting materials and attachments, including budgets, budget reports, program overviews, charts, and other content required for submissions.

• Conduct prospect research to identify and evaluate new institutional funding opportunities, including foundations, corporate partners, and government agencies.

• Track grant deadlines, deliverables, and reporting requirements to ensure compliance with funder agreements.

• Prepare funder-specific materials such as giving histories, impact summaries, and program updates to support proposal development and stewardship.

• Manage grant-related communications, including pre- and post-award correspondence, acknowledgments, and thank-you letters.

• Support billing and pledge tracking in partnership with the Development Operations team.

• Log and maintain all funder touchpoints in Salesforce to ensure accurate and up-to-date records for the Institutional Giving team.

Donor Stewardship & Relationship Support

• Administer institutional stewardship activities for the assigned portfolio in partnership with the Associate Director and Senior Fundraisers, including coordinating funder visits, briefings, and recognition opportunities.

• Prepare funder snapshots and portfolio summaries to support personalized engagement and reporting.

• Assist with multi-year funder renewals and stewardship initiatives, ensuring consistent and timely engagement.

• Coordinate meetings with program staff to gather updates and information needed for proposals, reports, and stewardship activities.

Administrative & Operational Support

• Maintain accurate and organized funder records in Salesforce and other internal systems.

• Track Institutional Giving revenue, expenses, and reporting metrics, providing regular updates to the Associate Director.

• Support internal coordination between Development, Finance, and program teams to gather necessary information for proposals, reports, and stewardship activities.

• Provide general administrative support to the Institutional Giving team, including document preparation, filing, and team calendar management.

Collaboration & Team Engagement

• Work closely with the Associate Director and Senior Fundraisers to ensure consistent funder stewardship, compliance, and operational efficiency.

• Contribute ideas to improve workflows, proposal preparation processes, stewardship practices, and reporting systems.

• Assist with research and identification of prospective institutional funders for new grants.

• 2+ years of administrative or development support experience, preferably in institutional fundraising, foundations, or arts/cultural organizations.

• Experience supporting or managing grant portfolios, including preparing proposals, budgets, attachments, and reports.

• Experience conducting prospect research to identify new funding opportunities.

• Strong organizational and project management skills, with attention to detail and the ability to manage multiple priorities.

• Excellent written and verbal communication skills, with professional interpersonal abilities.

• Collaborative, professional, and flexible, with a proactive approach to problem-solving.

• Willingness to work occasional evenings and weekends.

• Bachelor’s degree or equivalent required

• Proficiency in Microsoft Office and related software; experience with Salesforce or other donor databases