Organization 

The Peter and Carmen Lucia Buck (PCLB) Foundation is a private family foundation that seeks to help people solve problems in their communities. Our program areas are education, outdoors, medicine, science, and family projects. In those areas, we identify and support dynamic leaders and effective organizations who work unselfishly to improve and empower those around them. We provide problem-solvers with connections, information, experience, and money that they need to provide their communities with critical skills and resources—ultimately, to do something remarkable.  

Position Summary 

The Grants and Administrative Assistant supports PCLB’s grant-making process and ensures that the office operates smoothly on a day-to-day basis. The Assistant is highly responsive to the needs of colleagues and applicants/grantees. As a member of the Grants and Administration Team, they help process applications and reports during the grant cycles, with a diligence to details and urgency to meet deadlines. Additionally, they coordinate the various logistics of Board and staff meetings. At the New York City Office, the Assistant maintains the space to ensure that it is functional and presentable for staff and visitors. As needed, the Assistant provides administrative support to the Executive Director. The Assistant is expected to spend roughly 50% of their time supporting grants administration. The Assistant reports to the Grants and Administrative Manager. 

Responsibilities:

Grants Administration 

• Assists in reviewing grant applications and reports for completeness and compliance and following up with organizations as needed. 
• Assists in processing standard grant agreements. 
• Assists in collecting and verifying banking information for payments. 
• Enters/updates information in grants management system (GMS) so that grant, organization, and people records are accurate and current. 
• Provides technical assistance to applicants and grantees on their submissions to the grantee portal and other PCLB-specific forms and databases. 

Meeting and Special Event Logistics (mainly for Board and staff meetings) 

• Researches and arranges lodging, transportation, and meals, incorporating Board/staff’s needs and budget. 
• Produces pre- and post-meeting materials, including agendas and meeting books in BoardEffect. 
• Sets up meeting spaces, occasionally offsite, to meet audio visual and presenter needs and maximize smooth meeting flow. Sets up virtual meetings as needed. 
• Supports onsite meetings: reserves meeting rooms, enters guests into building security system, greets guests, and tidies rooms. Occasionally assists with scheduling and ordering lunch. 
• Acts as the PCLB point-person for event space: Assists with bookings with outside groups; co-manages shared Google calendar with tenant, and processes event space user agreements. 

Office Operations 

• In reception, greets guests, receives/distributes mail/packages, and directs general line phone calls. 
• Orders office and kitchen supplies and schedules routine maintenance (e.g., cleaning).  
• Monitors travel, meals, and office expenses to ensure spending stays within budget. 
• Liaises with building management company and contractors as necessary to address issues like lighting replacement and repairs. 
• Liaises with IT Manager to ensure hardware and software operate normally. Supports IT with onsite troubleshooting and technical assistance to staff. 

Qualifications 

A qualified candidate possesses: 

• Commitment to the Foundation’s core values of Excellence, Fairness, Humility, Self-Reliance, and Trustworthiness. 
• Strong customer service orientation when responding to staff and applicants/grantees. 
• Exceptional attention to detail. 
• Excellent planning and organizational skills. 
• Strong ability to manage time and priorities efficiently to complete multiple and overlapping tasks by the deadline and with completeness and accuracy. 
• Ability to sequence tasks and milestones in a logical order to achieve a goal. 
• Strong problem-solving and adaptability skills to respond to changes to a plan or challenges. 
• Ability to express information effectively and professionally in various contexts, across different mediums of communication. 
• Experience entering, updating, and retrieving information from databases. 
• Proficiency in budget development and review. 
• Proficiency in using Excel or other spreadsheet software for budget and expense management and project management.  
• Minimum of 2-3 years of experience in office administration, preferably in a philanthropic or nonprofit setting. Seasoned administrative professionals welcome. 
• High school diploma. Some college coursework or undergraduate degree from an accredited institution preferred. 

Location 

Staff spend three days per week “with people,” i.e., in the field with grantees or in the New York City office with colleagues. The other two days may be remote. 

Compensation  

The annual salary range is $60,000 to $75,000 and the salary is commensurate with the candidate’s skills and experience. PCLB also offers a strong benefits package.  

Application Process 

Interested applicants should submit a cover letter and resume to [email protected]. In the subject line, name the title of the position for which you are applying and indicate where you saw the announcement. We will review applications on a rolling basis until the position is filled.  

The Peter and Carmen Lucia Buck Foundation is an equal opportunity employer.