Grants Management

Leona M. and Harry B. Helmsley Charitable Trust | New York, New York


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.

Job Summary

The Grants Associate will report to the Director of Grants Management & Special Program Operations and work under the direction of a Grants Manager on the administration and management of a portfolio of Helmsley’s annual grantmaking. This will require providing day-to-day and project-based support for the effective and efficient administration of program and operational grants for a wide range of domestic and internationally based grantees.  

The position requires a high degree of organizational skills, attention to detail, the ability to provide proactive support and to complete independent projects as well as to work in a team environment. The Grants Associate is responsible for providing comprehensive grant administration and fostering good working relationships, both internally and externally.

Reports To

Director of Grants Management & Special Program Operations


Grants Management

  • Review all grant applications for completeness and adherence to IRS requirements and internal grantmaking guidelines, for both domestic and international grants, including: 
    • Reviewing proposed projects for compliance, e.g. OFAC regulations.  
    • Conducting due diligence reviews of applicants’ organizational and financial capacity, under the direction of the Grants Manager.
    • Managing communication with grantees regarding grant materials: technical grant database assistance, missing application items, budget issues, etc., as well as answering questions about the application/grantmaking process.
    • Provide the first-tier review of budgets, financial statements, and progress reports in cooperation with the Grants Manager.
    • Review grant entries in database to ensure completeness and accuracy of information disbursement dates; accurate grant title; accurate and complete reporting dates, etc.  Associates are responsible for data integrity of Helmsley’s grantmaking in it system.     
    • Prepare all grant-related correspondence for review including grant agreements, payment transmittal letters, and reporting notifications.
    • Process grant reporting, modifications, terminations and closures.
    • Assists in developing training materials and standard operating procedures for the department.
    • Conduct reporting for staff and external audiences.
    • Manage post-award payments for designated programs.

Helmsley Collaboration and Personal Leadership

  • Work collaboratively with colleagues across Helmsley to develop and support trust-wide initiatives and to advance Helmsley’s overall impact.
  • Share grants Management knowledge and expertise to assist other Helmsley programs and departments achieve their goals
  • Lead by example; be a role model and advocate for Helmsley’s culture of
    • continuous learning and improvement in the pursuit of excellence,
    • embracing a sense of urgency, innovation and informed risk taking,
    • respecting and valuing the individual, and
    • working and learning together as partners.


Experience and Qualifications

  • Attention to detail and strong work ethic 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
  • Experience with data entry and database management, strongly preferred
  • Familiarity with foundations and/or the nonprofit sector a plus
  • Experience with grants management databases (MicroEdge GIFTS a plus)
  • Demonstrated experience in successfully managing multiple projects simultaneously

Education and Experience

  • Bachelor’s degree or equivalent work experience
  • Minimum of three years work experience in a comparable philanthropic role, with demonstrated experience in providing proactive support and working independently

How to Apply

Please submit cover letter and resumé (in Word or PDF format) at 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 U.S. and to complete the required employment eligibility verification document form upon hire. 

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.

Leona M. and Harry B. Helmsley Charitable Trust


Organization: Foundations