Executive Assistant

Position Summary

Grants Works is a grants consulting company that partners with nonprofit organizations, businesses, and local governments to find, obtain, manage, and comply with federal and other government grants. As federal grant management specialists, Grants Works also owns and operates Grants Works Academy, an online training platform focused on grant readiness and grant management.

Our services and training empower organizations to strengthen their capacity to compete for grants, secure funding for programs and innovation, and integrate systems-based grant management processes into their operations.

We are seeking an experienced and reliable Executive Assistant to join our team. This full-time position will report directly to and support the CEO while collaborating with the Lead Grant Consultant, other Grant Consultants, the Events and Special Projects Manager, and up to six contractors. The ideal candidate will be highly organized, proactive, and detail-oriented, with a passion for working in a mission-driven organization. This position is based in Atlanta, GA, or other areas within the state, preferably in the Atlanta metro area.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following: 

Administrative

• Act as a trusted advisor and business partner to the CEO by understanding business needs and maintaining a high level of discretion.
• Provide exceptional administrative support to the CEO and collaborate with team members to exceed client expectations.
• Track and manage key projects, timelines, and deliverables for the CEO.
• Compose emails, prepare communications on behalf of the CEO, and manage and filter all communications.
• Oversee company and CEO calendars, schedule or reschedule meetings, and keep the CEO informed of upcoming obligations.
• Coordinate and organize virtual and internal meetings using scheduling systems.
• Organize confidential documents in file management systems like OneDrive and SharePoint.
• Coordinate detailed travel plans, resolve last-minute adjustments, and prepare expense reports for the CEO.
• Record action items during meetings and ensure timely follow-up.
• Research tech solutions and communicate findings to relevant stakeholders.

Operations

• Serve as the company's SharePoint Administrator.
• Develop and review vendor contracts.
• Manage applications for certifications, state registrations, professional memberships, and business licenses.
• Research and review cost estimates for contractors (e.g., instructional design, Section 508 compliance, video production).

Client Service

• Develop and distribute service and training surveys and manage client offboarding communications.
• Edit and format consulting reports to ensure quality and consistency.
• Resolve issues and update information in the learning management system for online learning customers.

Sales

• Conduct research and prepare briefing materials for meetings with potential clients and partners.
• Support prospect and client engagement activities in the company's CRM system.
• Assist with marketing and promotional efforts by gathering key performance data and identifying cross- or upselling opportunities.

Quality Assurance

• Review consulting reports, slide decks, and templates to maintain accuracy and clarity.
• Proofread and edited proposals, course materials, promotional materials, and digital content for consistency and accuracy.
• Adhere to quality control measures to enhance the quality of work produced by the Grants Works team.

Qualifications

• Education: Bachelor’s degree in business administration, communications, or related field.
• Experience: At least five years in an executive or administrative support role.
• Skills: Excellent written and verbal communication skills.
• Exceptional organizational and time management skills.
• Proficiency in Microsoft Office Suite and experience with CRMs, project management tools, and other software.
• Ability to independently manage multiple projects from start to finish in a dynamic and evolving business environment.
• Strong attention to detail and commitment to quality.
• Attributes: Self-directed and proactive.
• Creative and adaptive problem solver.
• Client-centered and motivated.
• Resourceful, composed, and highly reliable.
• Flexible and solutions-focused: Grants often come with dynamic timelines and evolving priorities. The EA should manage shifting priorities effectively while maintaining a calm, organized, collaborative approach.

Tools We Use

• Asana
• Kajabi
• Flodesk
• WordPress
• Microsoft Office Suite
• Google Workspace
• Canva
• Adobe Pro
• Zoom
• Dropbox
• Calendly
• Miro
• Outlook
• Otter.ai
• HoneyBook
• Zapier
• Typeform

Work Environment and Physical Demands

• Primarily remote with occasional travel for client meetings, conferences, or workshops.

Compensation and Benefits

• Competitive salary based on experience.
• Comprehensive benefits package, including health, dental, and vision insurance, retirement plan, paid holidays, and PTO.

How to Apply

Please submit your resume detailing your qualifications and interest in the position. Applications will be reviewed until January 17, 2025.

At Grants Works Consulting, we are committed to fostering a diverse and inclusive workplace. We are an equal-opportunity employer and welcome applicants from all backgrounds.