Administrative Assistant, Grants Management

Hiring Organization: 
Helmsley Charitable Trust
City and State: 
New York, NY


The Leona M. and Harry B. Helmsley Charitable Trust (“Helmsley”) aspires to improve lives by supporting exceptional efforts in the U.S. and around the world in health and select place-based initiatives. Helmsley strives to make a meaningful impact in its focus areas, matching its significant financial assets with a rigorous and results-oriented approach. Helmsley is committed to close and productive partnerships with its grantees, as well as with other funders and impact players in government, academia, and the private sector who share its interests and goals. Above all, Helmsley endeavors to be forward-thinking in every aspect of its work and will take risks that others cannot or will not take when the risk/reward trade-off warrants.

Since 2008, when Helmsley began its active grant making, it has committed more than $3 billion. For more information on Helmsley, please visit

 Position Summary

 The Administrative Assistant will work with the centralized Grants Management Department to perform work that impacts every team across the Trust.  Responsibilities include managing schedules, making travel arrangements, completing expense reports, and coordinating event logistics for the Grants Management team.  In addition, the Administrative Assistant will work with other departments to help manage program operations, grants programs, and records maintenance.  This position will also assist in communicating with both internal and external stakeholders.


  • Maintain calendars, schedule appointments, handle expense reports and make travel, hotel, and conference arrangements for grants management staff.
  • Coordinate logistics for on and off-site meetings.
  • Organize and maintain files (both paper and electronic).
  • Maintain required records for grantmaking programs and grantees, including updated information on grantee organizations.
  • Enter data into foundation grantmaking system.
  • Draft correspondence and produce for signature.
  • Serve as liaison with contractors, vendors, and grantees to handle reimbursements, invoices, contracts, and other general inquiries.
  • Coordinate with finance, communications, and external organizations to ensure timely mailing, follow-up, and accurate records and files.
  • Maintain tracking of contracts and invoices for vendors.
  • Assist in the development and production of reports for a variety of audiences.
  • Assist other staff members on an ad-hoc basis during peak seasons and perform other duties as required.
  • Maintain up-to-date budget information and liaise with finance staff.

Experience and Qualifications

  • Attention to detail and a strong work ethic are critical.
  • Must have excellent interpersonal, communication, and organizational skills.
  • Must have the ability to work effectively with a team.
  • Ability to work independently and collaboratively, while also being proactive.
  • Requires strong writing, grammar, proofreading, and editing ability.
  • Proficiency in Microsoft Office required.
  • Familiarity with software, such as grants management databases, is strongly preferred.
  • Familiarity with foundations and/or the nonprofit sector is a plus.
  • Bachelor’s degree or equivalent work experience.
  • Minimum 3 years of experience.

 Application Process

The position is based at Helmsley’s main office in New York City. Only those selected for an interview will be contacted. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document form upon hire. To protect the health and safety of our employees, all new hires are required to be fully vaccinated for COVID-19 by September 1, 2021.  The only potential exception to this rule is for applicants who cannot be vaccinated due to a disability or sincerely held religious belief. To apply for this position, please submit a cover letter, resume (in Word or PDF format), via the link

The above statements are intended to describe the general nature and level of work being performed by the incumbent(s) of this job. They are not intended to be an exhaustive list of all responsibilities and activities required for the position. Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.

How to Apply: 
To apply for this position, please submit a cover letter, resume (in Word or PDF format), via the link 
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