Grants & Operations Manager

About the Ana Maria Weidner Foundation

The Foundation is a newly launched private foundation committed to advancing animal protection, primarily throughout the United States. The Foundation honors the legacy of Ana Maria Weidner, who dedicated her life to supporting animal causes, among others, with particular passion for dogs, birds, burros, and systemic change in animal agriculture. We are building an organization that combines strategic philanthropy with operational excellence to help our grantees create meaningful, lasting change for animals.

Position Overview

The Ana Maria Weidner Foundation seeks an experienced, detail-oriented Grants/Operations Manager to serve as the administrative backbone of our lean, high-impact team. As one of two initial staff members working alongside the Executive Director, you will play a critical role in establishing and managing the Foundation's operational infrastructure during our formative first year. This position requires a self-starter who thrives in a startup environment and can build systems from the ground up while maintaining exceptional attention to detail.

This role is ideal for someone who combines administrative expertise with a passion for animal protection and a commitment to building efficient, reliable, and equitable systems that will serve the Foundation for years to come. We prefer candidates based in the general Puget Sound region (Washington State), who are willing to relocate within a few months, or are willing to travel to the region on a regular basis.

Key Responsibilities

Administrative Operations (40%)

• Serve as the primary administrative coordinator for all Foundation activities, ensuring smooth day-to-day operations
• Manage the Foundation's general inbox, triaging inquiries and routing communications appropriately
• Coordinate scheduling, logistics, and materials preparation for Board meetings, including agenda development, docket preparation, and minute-taking
• Maintain comprehensive administrative filing systems (digital and physical) and ensure proper documentation of all Foundation activities
• Process occasional vendor contracts, purchase orders, and invoice payments in coordination with the Executive Director and accounting partners
• If applicable, manage office operations including supplies, equipment, mail processing, and facility coordination
• Develop and maintain operational policies, procedures, and process documentation

Grants Administration (30%)

• Coordinate all aspects of the grants management lifecycle from initial inquiry through final reporting
• Manage grants database and maintain accurate, up-to-date records of all grant activities
• Process grant agreements, payment requests, and coordinate with the Executive Director and accounting for disbursements
• Track grant deliverables, deadlines, and reporting requirements; send timely reminders to grantees
• Serve as primary point of contact for routine grantee inquiries and communications
• Help ensure compliance with all IRS regulations and Foundation policies for charitable giving
• Assist in developing standardized grant application and reporting templates

Data Management & Systems (20%)

• Manage the Foundation’s Google Workspace account
• Maintain the Foundation's constituent relationship management with accurate grantee, vendor, and stakeholder information
• Perform regular data entry, updates, and quality assurance checks across all systems
• Generate reports and analytics to support decision-making and track Foundation impact
• Lead the selection and implementation of new software systems as needed
• Develop and maintain data management protocols ensuring accuracy and consistency
• Create and maintain dashboards for tracking key operational and grantmaking metrics

Communications & Stakeholder Support (10%)

• Draft routine correspondence with grantees, applicants, and other stakeholders
• Coordinate logistics for grantee site visits and Foundation-hosted convenings
• Support website updates and maintain online grant portal (when established)
• Assist with preparation of the annual report and other external communications
• Maintain discretion and professionalism in all stakeholder interactions

Required Qualifications

Experience

• Track record of success in administrative or operations roles, preferably in a nonprofit, foundation, or grantmaking environment
• Demonstrated experience managing complex administrative processes and multiple competing priorities
• Strong track record of accurate data entry and database management
• Experience with grants management or similar contract administration preferred
• Previous experience in a small team or startup environment strongly desired

Skills & Competencies

• Exceptional attention to detail: Demonstrated ability to maintain accuracy in data entry, financial processing, and documentation
• Systems thinking: Ability to design, implement, and optimize operational processes and workflows
• Technology proficiency: Advanced skills in Microsoft Office Suite, Google Workspace, and database management systems; experience with grants management and/or CRM software preferred
• Communication: Excellent written and verbal communication skills with ability to interact professionally with diverse stakeholders
• Organization: Superior organizational skills with proven ability to manage multiple projects and deadlines simultaneously
• Initiative: Self-directed work style with ability to anticipate needs and proactively address issues
• Confidentiality: Demonstrated discretion in handling sensitive information
• Problem-solving: Creative approach to solving operational challenges in a resource-conscious environment

Education & Other

• Bachelor's degree preferred or equivalent combination of education and experience
• Relevant certifications in nonprofit management, grants administration, or project management a plus
• Willingness to travel occasionally

Desired Qualities

• Genuine interest in animal welfare and alignment with the Foundation's mission
• Based in the Puget Sound region (Washington State) or willing to relocate within a few months
• Experience working with boards of directors and executive leadership
• Knowledge of IRS regulations for private foundations and charitable giving
• Familiarity with the animal welfare nonprofit landscape
• Comfort working in an evolving, entrepreneurial environment
• Cultural competency and ability to work effectively with diverse communities and perspectives

Compensation & Benefits

Salary Range: $80,000 - $100,000 annually, commensurate with experience

Benefits:

• Generous health, dental, and vision reimbursements
• Competitive paid time off and holiday schedule
• Retirement contribution with employer matching
• Annual professional development budget
• Home office reimbursement (for setup and ongoing expenses)
• Flexible work arrangements (hybrid after initial onboarding and training period)
• Opportunity to shape the culture and operations of a new, impactful foundation

Working Conditions

• This is a full-time position based in the Puget Sound region and/or remote
• An initial period of up to 8 weeks will require primarily in-person presence for training and system development
• For remote candidates who choose not to relocate, regular travel to the Seattle area will be required (‘regular travel’ means spending at least one full work week in the Puget Sound region every 2-3 months); the foundation will cover travel expenses for required travel
• Some evening or weekend work may be required for Board meetings or special events
• Occasional travel for site visits, conferences, or professional development (less than 10%)

Application Process

To apply, please visit the application link. You will need to provide:

1. Your full name, email address, and location
2. Confirmation of your eligibility for the role
3. Responses to up to 10 open-ended application questions
4. Your current resume and (optional) cover letter
5. Contact information for two professional references

Selected applicants will be invited to complete a 60-minute trial task to help assess their capabilities. A small number of trial task participants will be invited to an initial interview of up to 60 minutes. A very small number of interviewees will be invited to complete a final interview of up to 90 minutes.

Application Deadline: December 20, 2025

Anticipated Start Date: February 2026

The Ana Maria Weidner Foundation is an equal opportunity employer committed to building a diverse and inclusive team. We strongly encourage applications from candidates who bring diverse perspectives and experiences to our work.

Want to apply but not sure if you'd be the right fit? If this role calls to you, we want to hear from you! There is no “perfect” candidate. Everyone brings something different to the team, and our diversity is part of what makes us strong. We welcome people with all different identities and backgrounds as long as you are passionate about ending practices and systems that perpetuate animal suffering.

Please note: The successful candidate may be required to complete a background check prior to employment.

Generous health, dental, and vision reimbursements

Competitive paid time off and holiday schedule

Retirement contribution with employer matching

Annual professional development budget

Home office reimbursement (for setup and ongoing expenses)

Flexible work arrangements (hybrid after initial onboarding and training period)

Opportunity to shape the culture and operations of a new, impactful foundation

Proficient in spoken and written English