Foundation Manager (3/4 time position)

Position: Foundation Manager

This is a ¾ time position, responsible for the general administration and operations of the Foundation. The range of duties is wide, as outlined below.

Comp: $85k – 100k benefits

Application instructions: The application instructions are listed at the bottom of this JD. We will only accept applications from candidates who follow the application instructions.

The Role:

The Foundation Manager is a newly created role, to support an established family foundation. This will be the sole employee for the Foundation for the foreseeable future, with heavy interaction with multi-generational Board members.

This is a role for someone who genuinely likes the responsibilities outlined, has proven to be an effective independent contributor, but seeks ways to grow/learn/expand and bring considered, new ideas to the table. While this person works primarily in the background day-to-day, we do see this person may become an established and respected representative within the Seattle giving community.

It is worth noting that as AI has gained momentum, and the Foundation welcomes the modernization and the efficiency it affords, we are seeking someone who is individually comfortable with all responsibilities outlined, wants to continue to be an engaged human in this role, and respects that you will be representing humans and human impact.

Administration

• Serve as sole administrator of the Foundation and gatekeeper for President, Board, and family
• Process and oversee all incoming and outgoing Foundation communication
• Review materials and prepare summaries for President
• Maintain and update files, database, records, and/or other documents
• Liaison to professional service providers including IT, legal, and accounting
• Track documents that require signatures, according to strict deadlines
• Handle details of a highly confidential and critical nature
• Additional tasks and special projects as assigned, or on own initiative

Grant Portfolio Management

• Oversee Foundation’s grants management database, which includes data entry, uploading proposals, tracking grant applications, preparing reports, tracking correspondence, etc.
• Tracking and monitoring multi-year pledges
• Maintain accuracy and completeness of recordkeeping for grant portfolio
• Oversee verification of applicant compliance
• Diplomatically communicate with and assist nonprofit agencies, as well as the public about the Foundation’s grant-making priorities, guidelines and proposal review process
• Assist with giving process
• Prepare grant agreements, pledge letters and declination letters

Assistance to Board

• Research and presentation of research
• Schedule and coordinate details for all Board meetings
• Work with President on agendas, collect necessary information and distribute to Board
• Work with the Treasurer to prepare financial reports
• Taking and preparing of official minutes of all Board meetings, collect necessary materials for distribution
• Organizing and attending foundation meetings, as needed
• Organize site visits ahead of meetings, and attending if a Board member is unable
• Other duties as requested

Financials:

• Reconciliation of Foundation bank and brokerage accounts
• Bill pay

“Office” Management:

• Administrative support to the office, including answering all incoming inquiries, receiving/sorting/forwarding mail, etc.
• Purchase and track office supplies and equipment (if/when applicable)

Necessary Qualities and Skills:

• Patience
• Tact and discretion
• Quiet and calm
• Poised, professional, takes initiative, and uses superior judgment
• Extremely detail-oriented and careful
• Comfortable with repetition of tasks (weekly, quarterly, yearly)
• Willingness and desire to accept and take on new challenges for professional growth
• Strong customer service skills
• Ability to prioritize, take initiative, and work well under deadlines
• Highly organized, with the ability to handle multiple priorities at once
• Excellent verbal and written communication skills, including the ability to draft business correspondence, write brief reports and proofread accurately
• Proficiency with Microsoft Office products (e.g., Word and Excel) and aptitude to develop a high level of proficiency with Foundation’s database
• Ease of use with AI (you will be asked about how you use it currently)

Necessary Experience:

• Bachelor’s degree
• Minimum of 5 years of professional experience, ideally with a foundation
• No less than 3 years of continuous administrative work experience is required
• Strong preference for someone with proficiency in Foundation Source (or a similar grant management system) and strong data hygiene
• Strong preference for someone with a financial background, or exposure to foundation financials in a previous role.
• Experience working independently with minimal supervision, so as to (a) know it’s a work setting reality that works for you, and (b) prove your effectiveness working autonomously
• Proven ease establishing relationships with new co-workers of all ages.
• Will maintain the highest level of confidentiality

Expectations:

• Work is conducted Monday – Friday, business hours
• Approximately 30 hours worked per week

Work environment:

This role will be primarily remote, but there will be an expectation to meet with Board members regularly in Seattle. The role may also regularly include dropping off material for Board members. At this time, there is not office space established for this role.

To apply:

This search is being managed by Elizabeth Meyer of The Meyer Suite. All applications will go through Elizabeth, initially.

1. We believe this hiring process will last into the new year. Please confirm you are aware of this and okay with the loose timeline.

2. Please confirm you meet the experience requirements listed.

3. Please confirm you acknowledge this role is hybrid and will require some in-person work and meetings.

4. In just a couple of sentences, please share why this role would be the right next step for you in your career?

5. What have you not yet experienced career-wise that you do want to learn/manage/or better understand in your next role?

6. To prove you are human, what did you have for dinner last night?

Thank you for your time reviewing this job description and applying for the job. Due to the volume of responses we receive, we will not be able to acknowledge each application. Please do not contact us multiple times. If we feel you could be a good fit for this position, we will contact you.

Pay: $85,000.00 - $100,000.00 per year

Work Location: Hybrid remote in Seattle, WA 98112

Salary : $85,000 - $100,000