Grants & Administration Lead | Panta Rhea Foundation

Grants & Administration Lead
Pasadena, CA
Organization Name: 
Panta Rhea Foundation

About the Panta Rhea Foundation

The Panta Rhea Foundation (PRF) was established in 2001 as a private family foundation supporting organizations building a just and sustainable world.

Panta Rhea was founded on the belief that lasting, meaningful change comes from the grassroots: from the organized efforts of people, communities, and organizations to enliven the social imagination, envision a better future, and experiment with new ideas. Panta Rhea supports changemakers who are asking big questions, implementing strategies that build awareness and power, and sparking activism and civic engagement.

Throughout all of Panta Rhea’s work, we are guided by a commitment to justice and ecological health, inspired by the beauty, wisdom, and grace of nature and natural systems. Our work is also inspired by a deep appreciation for the interdependency of people, culture, and planet. The foundation brings unique access to a donor, partner and grantee network that spans the US, Germany, Mexico and the Philippines.

In addition to direct grantmaking, Panta Rhea advises other charitable entities including Donor Advised Funds. Our holistic and interdisciplinary approach to grantmaking is strengthened by recommending general operating grants and providing support for organizational transformation and leadership development. For more information on PRF’s grantmaking programs, please visit

About the Role – Grants & Administration Lead

The Panta Rhea Foundation seeks a Grants & Administration Lead who is experienced in grants management and deeply committed to social justice. We are a grants team of 4 staff (plus consultants, advisors, and an affiliated finance team) which means that we all have to do a lot; that is especially true for this exciting role. 

Reporting to the Executive Director, the Grants & Administration Lead oversees PRF’s grantmaking platform and online grant application system, including tracking of all proposals, processing of grants, and reporting. In addition, this role works closely with other philanthropic entities to ensure responsible and efficient grantmaking partnerships between multiple entities.

The Grants & Administration Lead also provides administrative support to the Executive Director, and basic on-site office management to PRF’s new Los Angeles/Pasadena office, soon to be co-located with the Climate & Clean Energy Equity Fund.

Your responsibilities will include:

Grants Management

  • Initiates and responds to communication with grantees regarding proposals, recommendations, grantee agreements, and reports.
  • Reviews and processes grant recommendations for multiple funds. Ensures due diligence steps are followed by staff; ensures charitable purpose and compliance; alerts staff of issues.
  • Works closely with partner community foundations, donor-advised funds, and other philanthropic entities.
  • Refines and manages internal grants administration protocols, collaborative workflows, document retention and data management policies.
  • Collaborates with Information Technology consultants on system build-out and maintenance, identifying and documenting problems, testing and supporting new tools.
  • Maintains familiarity with IRS rules and regulations, as they pertain to the grantmaking process, both for private foundations and for grantees. 


  • Coordinate writing, editing, and design of board docket meeting materials for trustees, in partnership w/PRF staff and design consultants.
  • Manage board docket meeting logistics including domestic and international travel, meeting space, hotel accommodations, hospitality needs, and guest coordination.
  • Document board docket meetings, manage written consent actions, and serve as liaison for other formal legal requirements prepared by outside counsel as needed.
  • Support regular travel, scheduling, and administrative needs for the Executive Director.
  • Facilitate regular website updates and social media promotion of PRF grantees.
  • Coordinate work and payment of vendors and consultants, in close partnership with the foundation’s back-office vendor.
  • Support build-out and configuration of new LA (Pasadena to be exact) office space in 2020, and light office management support thereafter. 

We’re looking for someone who is:

  • Resourceful and Adaptable: You’re at ease with ambiguity and rapid change. You possess a positive attitude and identify creative solutions to obstacles. You can juggle many important responsibilities at once and you’re rigorous about prioritizing.
  • Ability to get things done: You are solutions-oriented, a problem-solver looking for the best solution to whatever challenge you’re confronted with. You don’t wait for instruction. Instead, you proactively look for ways to offer support and be of use. You are a master organizer and planner and consistently look ahead and anticipate needs before they arise.
  • Strategic mindset: You are analytical and structured in your thinking. You love to build and maintain well-oiled systems and processes. You are a quick study, synthesizing diverse sources of information and able to discern from them a recommended course of action. You are aware of all mission-critical projects and able to connect the dots across the organization.
  • Committed to Inclusion: You’re always asking: “whose voice is not at the table?” You have experience working with diverse teams and successfully navigating cross-cultural communication in both local and global contexts, and you deeply value creating a workplace that is supportive of difference.
  • Mission-oriented: You believe that lasting, meaningful change comes from the grassroots: from the organized efforts of people, communities, and organizations to enliven the social imagination, envision a better future, experiment with and scale new ideas. Panta Rhea supports changemakers who are asking the big questions, implementing strategies that build awareness and power, and sparking activism and civic engagement.

What you’ll need:

  • 4-8 years of overall professional experience (we are background agnostic and are excited by candidates with unique and different work histories).
  • Experience with grants management software systems/databases a must, we currently use Fluxx.
  • Ability to handle multiple deadlines and complete assignments with minimal supervision in a fast-paced workplace.
  • Impeccable organization; you are highly detail-oriented, and someone who gets a real sense of satisfaction from producing polished work and managing smooth and orderly processes.

Benefits and Compensation

We expect this role to earn a salary of $80,000 plus benefits. We are not looking to negotiate, but please do not allow the salary to be your reasoning not to apply, all you need is a resume, no cover letter. 

The hired candidate would be expected to come to the office at least two days a week and would be able to work remotely for the rest of the time. We are also open to hiring someone for just 3 or 4 days of the week, depending on the individual’s capacity to get the job done. 

The Application Process

The Panta Rhea Foundation has engaged Koya Leadership Partners to help in this hire. To apply, please create a Basic Profile using this link or click the Express Interest button. The process takes no more than 5 minutes and all you need is your resume.

Individuals who complete the profile by Tuesday, March 17th will be given priority; therefore, we encourage you to submit yours soon!

When you apply, we kindly ask you to remove your schools from your resume. There is no need to reformat your resume, and you may leave your degree (e.g. “B.A. Economics”). Just remember to remove any undergraduate and graduate school name references where possible. This “bias blind” process is aimed at opening this opportunity to more candidates; reviewing applicants on performance assessments instead of resume proxies (e.g., where you went to school). Lastly, we intentionally do not ask for a cover letter, so we kindly request that you not send one in your application.

This evaluation process will follow best practices shown to reduce bias in decision making and may be different from other application processes you have experienced.

If you have any questions about this opportunity, please feel free to email Abe Taleb,

Panta Rhea Foundation is an equal opportunity employer. We are committed to providing equal employment opportunity for all applicants and employees regardless of race, color, religion, creed, gender, national origin, ancestry, marital status, sexual orientation, age, citizenship status, physical or mental disability, medical condition, or status as a veteran. Employment decisions are based on merit, qualifications, abilities, and business needs.

About Koya Leadership Partners

Koya Leadership Partners, a member of the Diversified Search Group, is a leading executive search and strategic advising firm dedicated to connecting exceptionally talented people with mission-driven clients. Our founding philosophy—The Right Person in the Right Place Can Change the World—guides our work as we partner with nonprofits & NGOs, institutions of higher education, responsible businesses, and social enterprises in local communities and around the world.

For more information about Koya Leadership Partners, visit