Executive Assistant & Grant Specialist

PIC - Hybrid (In-Office Monday & Tuesday)

Are you a sharp, discreet, and highly organized professional who thrives at the intersection of executive support and project management? PIC is looking for an Executive Assistant & Grant Specialist to provide high-level administrative support to our Chief Economist and Senior Director of Workforce & Community Impact — while also leading the charge on tracking and coordinating grant and RFP opportunities. If you bring sound judgment, meticulous attention to detail, and the initiative to manage ambiguity with poise, we want to hear from you.

About the Policy and Innovation Center

The Policy and Innovation Center (PIC) is a 501(c)(3) nonprofit whose founding partners include the San Diego Foundation, the County of San Diego, and The Brookings Institution. PIC conducts research and policy analysis to help solve the region's most pressing challenges. Its mission is to unlock the region's potential by cultivating and building cross-sector partnerships that address intractable issues — climate resilience, critical infrastructure, community wealth disparities, and housing affordability.

Learn more at thinkpic.org .

About the Role

The Executive Assistant & Grant Specialist holds responsibility for managing activities and provides administrative support for both the Chief Economist and Senior Director of Workforce & Community Impact at PIC. As a Grant Specialist, they are responsible for monitoring grant opportunities and requests for proposals (RFPs), and for project-managing applications and proposals. This individual represents and supports PIC consistently and professionally in all internal and external communication and engagements.

This position requires the ability to use good judgment, make independent decisions, and ensure timely communication. It will include meeting logistics, scheduling, agenda preparation, event assistance, compilation of submissions for grants and RFPs, and reporting and tracking information for management. The EA will make interpretations and recommendations as appropriate. Duties are highly confidential and require comprehensive knowledge of PIC’s management policies, procedures, and operations. Responsibilities require discretion, judgment, tact, and poise. Incumbent has considerable latitude and flexibility in carrying out assigned tasks.

• Reports 50% to Chief Economist and 50% to Senior Director of Workforce & Community Impact.

What You’ll Do

Executive Support and Project Management

• Build and maintain courteous and respectful relationships with management, staff, board members, partners, and donors, and interface with the community, by providing quality customer service resulting in a positive and professional image of PIC.
• Coordinate workflow and travel arrangements for the Chief Economist and Senior Director of Workforce & Community Impact.
• Manage Chief Economist and Senior Director of Workforce & Community Impact’s calendar, including scheduling meetings, prioritizing requests, and resolving conflicts.
• Manage and triage inquiries and contacts via email, mail, phone, or in person requesting information with the Chief Economist and Senior Director of Workforce & Community Impact.
• Provide a range of support activities, including database entry and report generation, correspondence, word processing, copyediting, desktop publishing, expense tracking, meeting logistics and minutes, copying, filing, event coordination, and mailing.
• Prepare and process monthly expense reports in a timely manner.
• Ensure confidentiality and discretion in all matters.
• Other duties as assigned.
• Provide general office support, including managing supplies and coordinating with facilities as needed.

Meeting and Event Planning

• Coordinate with the Chief Economist and Senior Director of Workforce & Community Impact on scheduling and planning of key PIC events.
• Support meeting technology and presentation logistics.
• Attend assigned meetings and take/transcribe minutes.

Grant Tracking Responsibilities

• Monitor grant opportunities, including government and philanthropic grants.
• Monitor requests for proposals.
• Lead biweekly grant meetings to review upcoming grant deadlines, and provide the PIC team with overviews of potential new funding opportunities.
• Support the submittals of grants and RFPs, including compilation of necessary documentation, signature approvals, etc.

What You’ll Bring

• Minimum of four years administrative experience in a professional office environment; nonprofit experience preferable.
• Experience supporting C-level executives.
• Strong diplomatic and communication skills, with the ability to develop buy-in across a wide range of stakeholders; ability to develop effective working relationships with all colleagues, external constituencies, and decision makers.
• Ability to work with and effectively manage information of a confidential na…