Foundation Associate, Finance and Administration

ABOUT GHS PHILANTHROPY MANAGEMENT: GHS is a small, family-run business that provides outsourced administration, management, and advisory services for family foundations, philanthropic individuals, and American foundations organized to support foreign charities (primarily museums and universities). Our clients receive donations for the arts, education, the environment, and more. They make grants in these fields as well as for women’s rights, support for vulnerable people, scientific research, and much more. We are customer-service oriented, aiming to provide the highest quality service within a collegial work environment where everyone wears many hats. Attention to detail, exceptional organizational skills, and good communication are essential.

POSITION DESCRIPTION: The Foundation Associate, Finance and Administration, supports all financial and administrative functions, working with clients, donors and our small team. Key responsibilities include handling bank deposits for incoming donations, reviewing bank accounts and documenting incoming wires, communicating with clients, preparing materials for client meetings, and providing additional administrative support as needed. This position reports to the President and collaborates closely with fellow Foundation Associates and the Chief Financial Officer. The role is hybrid: remote work is encouraged, though regular in-office presence in Montclair, New Jersey is required to complete certain tasks. The position can be 70-100% time, by mutual agreement. Specific duties include:

FINANCE

• Make bank deposits weekly or twice weekly.
• Conduct weekly reviews of multiple bank accounts to download documentation of donations received by wire or ACH and to monitor accounts for unauthorized activity.
• Combine bank documentation with incoming paperwork regarding donations and work with clients to identify donor details where bank information is incomplete.
• Notify clients and internal staff of donations received.
• Scan or download client bank statements monthly.
• Prepare monthly investment summary reports and quarterly financial reports.
• Work with bookkeeper to ensure efficient and accurate handling of financial records.
• Maintain the Processing Manual as pertains to banking procedures.

ADMINISTRATION

• Scan and process incoming mail. Circulate or e-file as needed.
• Respond courteously and knowledgeably to phone and email inquiries from grant seekers, grantees, board members, donors, and others.
• Purchase supplies and ensure appropriate inventory of supplies for NJ offices.
• Prepare materials for and support selected client meetings as needed. May require attendance at occasional meetings in NYC during or after business hours.
• Schedule client meetings and manage logistics, including booking conference rooms, making Zoom appointments and circulating Outlook invites.
• Conduct due diligence reviews of prospective grantees (“charity checks” and/or website review).
• Assist with writing projects including grant summaries for foundation websites and bios of conference attendees.
• Identify and adapt to ways of using new technology and AI to streamline or improve work.

OTHER DUTIES AS ASSIGNED

QUALIFICATIONS: Superior organizational skills and attention to detail; proficient in Microsoft Word, Excel and Outlook with the ability to learn new features and other apps. Must be comfortable and accurate working with numbers. Ability to multi-task, manage deadlines and work independently with minimal supervision are essential. Must be comfortable as part of the team in a small, family business. Professionalism, integrity, and discretion are critical qualities to maintain client confidence and confidentiality. Bachelor’s degree or equivalent work experience required. At least two to four years of experience in an office environment preferred, along with experience working with non-profit organizations or grantmaking foundations.

HOURS: This position can be full- or part-time with a 70-100% schedule by mutual agreement, with some flexibility.

Only candidates selected for an interview will be contacted. No phone calls please.

We are an equal opportunity employer.

Paid time off. Health insurance. Retirement plan with employer-matched contributions.