The Grants Assistant plays an essential role on the Grants Management team, supporting the end-to-end grant lifecycle for client foundations with precision, consistency, and care. This is a role built for someone who takes genuine pride in doing things right — someone who finds satisfaction in well-executed processes, accurate data, and reliable follow-through that the whole team can count on. 

The ideal candidate is dependable, thorough, and collaborative — someone who thrives in a structured environment with clear expectations, brings a calm and steady presence to their work, and is motivated by contributing meaningfully to a team and the clients it serves. This position supports a minimum of two clients, with additional support across the broader PFS portfolio and select operations activities as business needs arise. A genuine interest in the nonprofit and philanthropic sector is strongly preferred. As a critical member of the PFS team, attendance in the PFS office is an essential function of this job. 

Key Responsibilities:

Grantmaking Operations Support (40%)

• Support grants managers by preparing, compiling, and printing client materials; verifying compliance; and generating grant documents and payments — with careful attention to accuracy and process at every step. 
• Input grant information into the grants management database and other systems with a high degree of precision, including verifying grantee eligibility and contact information. 
• Maintain organized, complete digital client files, including grant agreement documentation. 

Client Service & Grantseeker Support (35%)

• Host onsite client meetings; update and maintain meeting schedules; take meeting minutes as needed — representing the team with professionalism and care. 
• Coordinate logistics for on-site and off-site meetings, including space rental, catering, travel arrangements, technology setup, and room preparation — managing each detail reliably so nothing falls through the cracks. 
• Manage a shared inbox to respond to technical support inquiries from applicants across all clients; assist with maintenance of client websites. 

Team Collaboration & Operations Support (30%)

• Manage and track assigned tasks using team project management tools (e.g., Asana), including updating task status, communicating progress, and collaborating with team members to ensure deadlines are consistently met. 
• Proactively seek opportunities to support team members; work with your supervisor to monitor workload and capacity, and step in where the team needs you most. 
• Assist the Operations Department with facilities and office management as needed. 
• Participate in Grants Management team meetings and professional development opportunities; assist grants management and operations staff as requested. 

Requirements

• Minimum of one year of administrative experience in philanthropy and/or the nonprofit sector, or two years in any administrative capacity — with a track record of reliable, high-quality work
• Highly organized and detail-oriented, with a methodical approach to managing tasks, documentation, and data from start to finish
• Proven ability to follow through on responsibilities with accuracy and care, consistently meeting deadlines without sacrificing quality
• Comfortable working within established systems and processes, and capable of managing multiple assignments while maintaining a steady, dependable pace
• A collaborative team player who contributes positively to the work environment and steps in to support colleagues when needed
• Excellent interpersonal and customer service skills, with a warm, professional, and tactful communication style across a range of stakeholders
• Strong written communication skills, including the ability to draft clear, accurate correspondence and proofread materials with a careful eye
• Proficiency in Microsoft Office and database programs, with the ability to learn new systems and apply them consistently
• Comfortable and respectful when working with people from a range of backgrounds, including nonprofit board members, foundation staff, and grant applicants with diverse perspectives and lived experiences
• Genuine interest in the Bay Area community and the nonprofit sector

Job Requirements for Hybrid Work Environment:

Dedicated Workspace: Must have a home office or workspace that is free of distractions and interruptions to ensure productivity and focus during work hours. 

Reliable Internet Connection: High-speed internet is required to support video conferencing, file sharing, and other work-related technology needs. 

Hybrid Work Commitment: Must be able to reliably commute to the office 2 days per week (including Tuesday) and meet in-person collaboration requirements as needed. 

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.    

An Equal Opportunity Employer

We do not discriminate based on race, color, religion, national origin, sex, age, disability, genetic information, or any other status protected by law or regulation. It is our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors. 

The Grant Coordinator is responsible for the daily and recurring processing of grants — both internal and client-facing — as well as one-time and cyclical projects. This is a detail-driven, process-oriented role requiring careful attention to accuracy, compliance, and documentation. While primarily operational and internally focused, the Grant Coordinator may correspond with high-net-worth clients via email. The person in this role works closely with the Operations, Tax & Legal, and Client Services teams, applying rigor, consistency, and sound judgment to every task.

Key Responsibilities:

Grant Processing (90%)

• Review grant letters for compliance accuracy; enter, format, edit, and publish letters accompanying foundation grants to charities, working methodically from client-provided data.
• Coordinate special handling instructions with clients and Private Client Advisors, including preparation of FedEx and USPS mailings/shipments with precision and care.
• Contribute to departmental and cross-departmental projects aimed at refining processes and improving accuracy and scalability of services.
• May include specialized processing for hardship assistance and scholarship award grants, ensuring strict accordance with approved program guidelines and compliance with internal SLAs and external regulatory requirements through disciplined record-keeping and follow-through.

Additional Duties/Ad Hoc Projects (10%)

• Provide general client operations support.
• Take on additional project work requiring careful analysis or process refinement, as needed.

Requirements

Desired Knowledge, Skills & Abilities:

• Clear, precise written and verbal communication, with strong discretion and respect for client confidentiality
• Deep proficiency with MS Word, Excel, Outlook, Adobe Acrobat, and Salesforce, with an interest in mastering the technical detail of these tools
• Comfortable working independently with sustained focus, as well as collaboratively within a team
• A methodical, meticulous approach to work, with genuine satisfaction in getting the details exactly right
• Strong organizational skills and an exacting commitment to accuracy, consistency, and thorough documentation
• Sound analytical judgment — able to identify discrepancies or process gaps and recommend well-considered solutions
• A self-starter who takes ownership of tasks, manages a high volume of detailed work reliably, and maintains composure under deadline pressure
• A conscientious, quality-focused mindset, with pride taken in producing accurate, polished work product, and openness to feedback as part of continually refining one's craft
• A professional, measured demeanor when corresponding with internal and external contacts
• Bachelor's degree preferred; 1-2 years of experience in a professional office environment (compliance or detail-oriented work a plus), with general knowledge of private foundation administration a bonus

Job Requirements for Hybrid Work Environment:

• Dedicated Workspace: Must have a home office or workspace that is free of distractions and interruptions to ensure productivity and focus during work hours.
• Reliable Internet Connection: High-speed internet is required to support video conferencing, file sharing, and other work-related technology needs.
• Office: Must be able to reliably commute to the Fairfield, CT office for initial training, and as needed for meetings, etc.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.   

An Equal Opportunity Employer

We do not discriminate based on race, color, religion, national origin, sex, age, disability, genetic information, or any other status protected by law or regulation. It is our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors.

As a Private Client Advisor at Foundation Source, you are a trusted point of contact for private foundations and their advisors—bringing a steady, detail-oriented approach to relationship and account management. This role is ideal for professionals who thrive in structured environments, enjoy problem-solving through deep expertise, and value meaningful, long-term client relationships. You serve as a reliable guide and liaison, helping ensure that each foundation operates smoothly, compliantly, and with purpose.

Key Responsibilities & Percentages:

Client Relationship Stewardship (30%)

• Serve as the primary relationship manager for a portfolio of private foundations.
• Respond to client inquiries with care, clarity, and precision across email, phone, and video communications.
• Provide relevant insights and updates to proactively support client success and long-term engagement.
• Support client retention goals by consistently delivering high-value, trustworthy service.
• Collaborate with sales and relationship teams as needed, contributing insight and technical knowledge in prospect meetings.

Operational Oversight & Coordination (30%)

• Manage administrative and compliance processes, ensuring each foundation meets its legal and reporting obligations.
• Coordinate efforts across departments—grantmaking, tax, legal, and technology—so clients receive seamless, integrated support.
• Maintain rigorous attention to accuracy, timelines, and process integrity in all client-related operations.

Client Onboarding & Education (30%)

• Lead the onboarding of new foundations, tailoring our technology platform (Impactfully) and services to meet each client’s needs.
• Serve as a source of knowledge on private foundation regulations, operational best practices, and our expanding suite of solutions.
• Help clients navigate changes and growth opportunities with thoughtful, well-informed recommendations.

Professional Development & Process Improvement (10%)

• Continuously expand your expertise in philanthropy, nonprofit compliance, and Foundation Source tools and services.
• Identify opportunities for internal process improvements and client service enhancements.
• Engage constructively with internal teams to ensure our systems evolve in ways that serve clients better—without sacrificing precision.

Requirements

Desired Knowledge, Skills, & Abilities:

• 1–2 years in a client-facing, administrative, or compliance support role—ideally within philanthropy, financial services, or a family office.
• Experience in a high-accountability, professional services setting preferred.
• Bachelor’s degree or equivalent professional experience required.
• A methodical, service-oriented mindset with strong organizational skills and attention to detail.
• Strong written and verbal communication skills with a professional, composed tone.
• Natural curiosity and a desire to build subject-matter expertise in philanthropy, compliance, and operations.
• Comfort with structure, deadlines, and multitasking across a portfolio of clients.
• Proficiency in Microsoft Office and the ability to learn internal platforms and client tools.
• High integrity and a deep respect for confidentiality in client interactions.

Job Requirements for Remote Work Environment:

• Dedicated Workspace: Must have a home office or workspace that is free of distractions and interruptions to ensure productivity and focus during work hours.
• Reliable Internet Connection: High-speed internet is required to support video conferencing, file sharing, and other work-related technology needs.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.

An Equal Opportunity Employer

We do not discriminate based on race, color, religion, national origin, sex, age, disability, genetic information, or any other status protected by law or regulation. It is our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors.

Position Overview:

PFS offers private foundations the personalized, relationship-driven support of a boutique philanthropic services firm, backed by the administrative infrastructure and technology of the nation's largest provider of foundation support services. At the core of our work is a belief that strong philanthropy is both strategic and relational — and that the most meaningful results come from leaders who can see the big picture and build the relationships that bring it to life. Our senior team brings deep expertise across the full spectrum of foundation management and a genuine commitment to the organizations and communities our clients exist to serve. We value bold thinking, autonomy, and the kind of initiative that moves things forward — while fostering a collaborative culture where collective expertise elevates everyone's work. 

The Program Officer serves as a key relationship manager across multiple client foundations, working closely with each foundation's board of directors and internal staff to shape and advance their grantmaking strategy. This is a role where your ideas carry weight, your relationships drive outcomes, and your work has a direct and visible impact on the causes that matter most. The Program Officer leads due diligence on applicant organizations and contributes to grantmaking planning, strategy, and evaluation across a range of funding areas. Approximately 50% of the role will focus on environmental grantmaking — including forest and watershed restoration, land preservation, regenerative agriculture, and environmental education — with the remaining 50% dedicated to non-environmental grantmaking specific to assigned client foundations. 

Key Responsibilities:

Environmental Grantmaking & Watershed Stewardship (50%)

• Lead a dynamic portfolio of environmental grants focused on watershed restoration and protection and sustainable agriculture
• Conduct annual site visits and field tours with board members, grantees, and landowners
• Build deep expertise across portfolios and cultivate long-term grantee relationships
• Drive collaboration among conservation organizations, agencies, and community partners to advance innovative, on-the-ground environmental solutions

General Grant Portfolio Management & Due Diligence (35%)

• Work as a Program Officer across other clients and focus areas
• Own day-to-day relationships with applicants and grantees across the full grant cycle
• Conduct due diligence, prepare funding recommendations, and deliver presentations at board meetings
• Proactively identify and cultivate prospective grantees aligned with foundation priorities, ensuring a strong and strategic pipeline

Strategy, Partnership & External Representation (15%)

• Shape grantmaking strategy by collaborating with senior program staff on planning and new initiative development
• Represent the foundation externally at conferences, convenings, and community events
• Bring fresh thinking to program areas and take on special projects that advance the client's broader mission and impact

Requirements

Desired Knowledge, Skills & Abilities:

• Five or more years of progressive experience in the nonprofit and/or philanthropic sector, with a demonstrated track record of driving initiatives, influencing outcomes, and building strong stakeholder relationships. 
• Passion for environmental and conservation issues, with experience or deep interest in areas such as watershed and forest restoration, open space preservation, climate resilience, regenerative agriculture, and biodiversity. 
• Proven ability to cultivate productive partnerships across nonprofit, public, and private sectors, bringing diverse stakeholders together around shared goals and measurable impact. 
• Strong analytical, financial, and strategic thinking skills, including the ability to assess nonprofit financials and budgets, synthesize complex information, develop actionable recommendations, and communicate insights clearly to diverse audiences. 
• Demonstrated success managing multiple priorities, influencing decision-making, and navigating complex stakeholder environments while working independently and collaboratively in a fast-paced setting. 
• Intellectual curiosity, adaptability, and sound judgment, with the ability to quickly develop expertise in new program areas, identify opportunities for innovation, and effectively leverage technology and data management tools to support organizational goals. 
• Skilled at building trust and credibility with diverse constituencies, including nonprofit leaders, board members, donors, community partners, and individuals with differing perspectives and worldviews. 
• High standards of professionalism, integrity, and discretion, with alignment to our core values of generosity, respect, integrity, inclusion, commitment, and humility. Willingness to travel locally and regionally (approximately 10–15%) for site visits and relationship-building opportunities throughout Northern California and Oregon. 

Job Requirements for Hybrid Work Environment:

• Dedicated Workspace: Must have a home office or workspace that is free of distractions and interruptions to ensure productivity and focus during work hours. 
• Reliable Internet Connection: High-speed internet is required to support video conferencing, file sharing, and other work-related technology needs. 
• Hybrid Work Commitment: Minimum one day per week (Tuesdays) in the San Francisco office and ability to meet any in-person requirements. May require occasional travel to other Bay Area locations. 

Physical Demands: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.    

An Equal Opportunity Employer

We do not discriminate based on race, color, religion, national origin, sex, age, disability, genetic information, or any other status protected by law or regulation. It is our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors. 

Position Overview:

The Client Accounts Payable Coordinator plays a critical role within Client Operations, serving as a precise and reliable steward of the financial transactions that keep our client foundations running smoothly. This is a role built for someone who takes accuracy seriously, thrives in a structured environment with clear processes, and finds genuine satisfaction in getting the details exactly right — every time. 

The ideal candidate brings administrative and foundational payable or accounting experience, paired with an exceptional eye for detail and the discipline to manage high transaction volumes without sacrificing quality. You communicate with clarity and professionalism, take ownership of your work, and are motivated by the mastery of your craft rather than the spotlight.  

Key Responsibilities:

Transaction Processing (80%)

• Review and process expense and grant payments via check, wire, and ACH 
• Submit EFTPS enrollments and tax payments 
• Send transfer requests and process bank transfer files 
• Review daily disbursement account activity and match to pending transactions 
• Manage the full check lifecycle — send check files, print checks, and mail checks 
• Process void check requests with precision 
• Submit daily Positive Pay files to financial institutions and review check exceptions 
• Provide pricing review input 
• Deposit client checks and record deposits accurately 
• Deliver accurate daily end-of-day reporting including check, wire/ACH, and EFTPS payment counts 

Client Communications & Research (20%)

• Research and resolve disbursement discrepancies with a methodical, fact-based approach 
• Support client requests with clear, professional, and timely communication 

Requirements

Desired Knowledge, Skills & Abilities:

• Exceptional attention to detail and commitment to accuracy — you catch what others miss 
• Highly organized and self-disciplined, with the ability to prioritize and manage high volumes in a fast-paced environment 
• Strong analytical and problem-solving skills; methodical in approach and thorough in execution 
• Clear and professional written and verbal communication skills 
• Solid understanding of standard business and office practices 
• Strong proficiency in Microsoft Office Suite, particularly Excel 
• Ability to work both independently and collaboratively, contributing reliably to a team 
• Absolute discretion and commitment to maintaining confidentiality 

Job Requirements for In-Office Work Environment:

Work Commitment: Must be able to reliably commute to the Fairfield office 5 days per week and meet in-person collaboration requirements as needed. 

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 15 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.    

An Equal Opportunity Employer

We do not discriminate based on race, color, religion, national origin, sex, age, disability, genetic information, or any other status protected by law or regulation. It is our intention that all qualified applicants are given equal opportunity and that selection decisions be based on job-related factors.