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The Program Assistant will provide the highest level of executive and program support to the Executive Director and Board Chair in support of achieving the Foundation’s goals. The ideal candidate will be experienced in handling a wide range of program and executive related tasks, and will be able to work independently with little or no supervision. This person must be exceedingly well organized, flexible and enjoy the challenges of an active, mission-focused organization.
The ideal candidate will have the ability to interact with board members, staff and the community, remaining flexible, proactive, resourceful and efficient, with a high level of professionalism. Excellent written and verbal communication skills, strong decision making ability and attention to detail are equally important.
Major responsibilities/essential functions include:
• Manage calendar and travel arrangements for Executive Director and Board Chair to effectively support the Foundation’s priorities.
• Coordinate Board and Grantee meetings, including communications, meeting materials, as well as logistics related to facilities, catering and A/V.
• Draft minutes of Board and Committee meetings for review and maintain all Board records.
• Serve as the Foundation’s front-line contact to the public in all forms of communication (telephone, mail, internet and e-mail), maintaining a welcoming customer-service orientation.
• Receive, review and sort all incoming correspondence; distribute external and internal mail efficiently and appropriately.
• Reconcile bank statements and process payroll, expenses and grant checks in timely and accurate manner.
• Support Foundation staff to administer grant application, review and evaluation process, including managing the online grants system.
• Compile information and prepare material and special reports for Board and Committee meetings.
• Oversee general logistics and coordination of office space; order and maintain office supplies.
Job requirements and qualifications:
Behavioral and Personal Traits
• Highest expectations for personal and organizational standards and achievement.
• Professional and courteous in interactions with the public, grantees and Board members.
• Exceptional organizational and multi-tasking skills; Attention to detail is essential.
• Strong sense of self-confidence, self-awareness and keen judgment when facing multi-faceted issues.
• A calm and caring personal style along with the ability to act as a unifying force who functions well in small staff environment.
• Work proactively with ability to constantly prioritize responsibilities in a fast-moving and rapidly -changing environment; Manage interruptions graciously and effectively.
• Self-starter; Independent work style with ability to partner and collaborate with the Executive Director and other team members.
• Understanding of importance and commitment to practicing confidentiality.
Management Practices & Business Applications
• Excellent written and verbal communication skills.
• Strong initiative and problem solving skills.
• Understanding of basic accounting.
• High degree of detail-orientation and precision.
• Bachelor’s degree or equivalent combination of education and experience.
• Knowledge and understanding of the nonprofit and philanthropic community, preferably as a paid staff member with at least two years’ experience.
• High proficiency in Microsoft Office, experience with database management and QuickBooks, and strong internet research skills.
We offer a competitive salary commensurate with experience, as well as benefits including retirement, paid vacation, sick leave and holidays.
• Inquiries should be directed to firstname.lastname@example.org with “Program Assistant – (Last Name, First Name)” in the subject line.
• No phone calls or faxes accepted.
• Applications will be considered on a rolling basis until position is filled.
• All inquiries should include a resume and cover letter with salary requirements.