Airtable Assessment & Optimization Consultant

Organization Overview

The Women’s Equality Center, a project of Global Impact, provides strategic communications and campaign support to the reproductive health, rights, and justice field at all levels, developing long-term, big-picture messaging frameworks around emerging issues and complementing and strengthening the work of organizations in Latin America and the Caribbean via grants, integrated policy and communications campaigns, and rapid-response operations.

Project Overview

We are seeking an experienced Airtable consultant to evaluate, refine, and enhance our existing Airtable system to better support organization-wide workflows, with a strong emphasis on financial tracking and cross-team usage for a team of 22 people. Our goal is to centralize data, improve reporting, and minimize reliance on external tools such as Google Sheets for budget and payment tracking.

Current System Snapshot

Our Airtable system currently supports:

• Team member tracking
• Vendor management
• Contracts and grants
• Invoice tracking
• Staff reimbursement requests
• Tracking subgrantee interim and final reports
• Inventory management  

While functional, the system requires optimization to improve usability, financial visibility, and scalability across teams.

Project Goals

• Centralize financial tracking, including account codes and grant funding
• Import existing budget tracking from Google Sheets into Airtable
• Improve system usability and efficiency
• Expand Airtable usage beyond Operations to support Press and Communications teams
• Enable clear, reliable reporting through dashboards and structured data

Scope of Work

This project involves:

Airtable System Evaluation

• Review current base structure and workflows
• Identify inefficiencies, redundancies, and gaps
• Recommend improvements to enhance usability and scalability
• Propose a structure that integrates financial tracking (such as account codes and grant allocations) within Airtable
• Gather and incorporate feature needs from other team members who work in spaces outside of Operations (e.g., Press, Communications)

Implementation & Data Visualization

• Redesign and refine Airtable bases, tables, and relationships
• Support migration of relevant data from Google Sheets into Airtable
• Build an integrated financial tracking system within Airtable
• Develop dashboards and views that provide clear insights into budgets, expenses, contracts, and payments
• Ensure the system supports cross-team workflows and permissions appropriately

Training & Documentation

• Deliver at least two live training sessions for staff (one focused on Operations and another with applicability to other teams)
• Provide written documentation, including system structure, workflows, and maintenance guidelines
• Offer best practices for ongoing system use and governance
• Provide limited post-launch support (e.g., troubleshooting, refinements)

Deliverables

• Airtable system audit and recommendations document
• A redesigned Airtable structure with implemented improvements
• Migrated data from Google Sheets
• Functional financial dashboards
• Training sessions and materials
• Written documentation and a user guide
• Post-launch support: Up to 15-20 hours of flexible support over approximately 4 weeks following project handoff, available for troubleshooting, minor refinements, ad-hoc guidance on system use, workflows, or maintenance (as needs arise). Excludes major enhancements, new feature development, or issues caused by changes to the Airtable setup made by our team.

Timeline

Estimated project duration: approximately 20 to 25 weeks from contract signature. Timeline may vary based on team availability and access to necessary data. Proposals should include a clear and realistic schedule that aligns with the Scope of Work. 

Proposal Requirements

Please include the following in your proposal:

• Resume or equivalent website/LinkedIn
• A brief explanation of your interest in this role and a summary of your Airtable optimization experience, particularly for nonprofits or financial tracking.
• Examples of similar projects (including dashboards or financial systems if available)
• Proposed approach and methodology for this project
• Estimated timeline with key milestones
• Pricing structure (either a fixed fee or hourly)
• Availability and primary point of contact

Evaluation Criteria

Proposals will be evaluated based on:

• Relevant experience and past work
• Understanding of nonprofit operational and financial needs
• Clarity and feasibility of the proposed approach
• Cost and value
• Communication and training approach

Submission Details

Proposal deadline: June 15, 2026

Send proposal requirements to HR@la-wec.org, using the following subject line format: “Last Name, First Name_Airtable Consultant”.