Foundation Coordinator

Lubetzky Family Foundation-posted 2 months ago
$65,000 - $75,000/Yr
Full-time • Entry Level
New York, NY
1-10 employees
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As Foundation Coordinator reporting to the Chief of Staff at the Lubetzky Family Foundation, you will play a pivotal role in supporting the administrative, operational, and grantmaking functions of the organization. You will provide administrative support to the Chief Philanthropy Officer ensuring they’re fully equipped for success in their daily engagements while additionally supporting the Foundations grant making function and taking ownership of key operational systems including the shared Google Drive, LFF’s website, and the team’s CRM.

  • Conduct grantee organization due diligence by gathering and compiling materials for grant recommendations through research and direct outreach to grantees.
  • Prepare meeting briefings and capture meeting notes by identifying clear action items and proactively follow up to ensure timely execution and accountability.
  • Provide calendar management for the key staff, proactively resolving scheduling conflicts and ensuring seamless coordination.
  • Manage the philanthropy teams expense reporting and budget reconciliation.
  • Compile organizational updates and draft the monthly internal newsletter to keep teams informed and aligned.
  • Compile and produce bi-annual board books for the Lubetzky Family Foundation.
  • Oversee visitor relations in the NYC meeting space, delivering a welcoming and efficient experience for all philanthropic team members and guests.
  • Handle incoming physical mail for all affiliated philanthropic organizations, maintaining organized and timely distribution.
  • Oversee the Charitable Gift Matching Program, including processing requests through finance and curating recommended nonprofit organizations for team contributions during crises and disasters.
  • Support the philanthropy organizations with state charity renewal applications.
  • Support the coordination of the annual leaders gathering and annual all-team summit by managing event planners, logistics, and on-site execution to ensure an impactful team experience.
  • Maintain and optimize the organization of the shared Google Drive to ensure efficient access and collaboration.
  • Manage the Lubetzky Family Foundation website, ensuring content accuracy and timely updates.
  • Administer the organization’s CRM system, SmartSuite, including grants data entry, tracking, and pipeline management to support strategic philanthropic initiatives.
  • Facilitate electronic document signing, supporting the preparation and execution of insurance forms, tax documents, conflict of interest disclosures, and other essential paperwork.
  • Partner with the IT team to support and facilitate system-related needs across departments, ensuring smooth technological integration and operational efficiency.
  • Oversee inventory and distribution of branded swag stored in NYC.
  • Bachelor’s degree.
  • 1-3 years of professional experience.
  • Detail-oriented with a proactive mindset, consistently driving process optimization, championing system adoption, and fostering operational excellence through rigorous attention to organizational hygiene.
  • Exceptional organizational and time-management skills with the ability to prioritize tasks and meet deadlines.
  • Strong written and verbal communication skills, including professional email and document drafting.
  • High level of discretion and confidentiality in handling sensitive information.
  • Demonstrated ability to work both independently and collaboratively in a fast-paced environment while navigating shifting priorities.
  • Proficiency in Microsoft Suite (Outlook, Word, Excel, PowerPoint).
  • Familiarity with virtual collaboration and project management tools like Google Workspace, Slack, CRM Systems, and Asana preferred.
  • Interest in nonprofit, philanthropic, or mission-driven organizations is highly valued.
  • Competitive Annual Compensation: $65,000- $75,000
  • Excellent health, dental & vision insurance with company coverage options of 100%.
  • 25 Days Paid Time Off (5 sick, 20 personal).
  • 401K with company match.
  • Hybrid work opportunity.
  • Charitable Gift Matching Program: Support for causes you care about.
  • An opportunity to make an impact through your day-to-day work.
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