Arts & Culture Program Assistant — Hybrid Remote

The Kresge Foundation; Troy (MI); Hybrid; USD 42,000 - 62,000; Full time

Job summary

The Kresge Foundation, based in the United States, seeks an experienced Program Team Assistant to support the Arts & Culture Program and Managing Director. This role emphasizes professional communication with grantees, vendors, and staff, and requires strong calendar and travel coordination abilities.

The position offers a hybrid schedule with remote work up to 3 days weekly, and involves budget tracking, document management, and collaborative project support.

Qualifications

• High school diploma or Associates degree and coursework in business communications, office and project management.
• Minimum of three years' professional administrative office experience.
• Strong interpersonal and communication skills.
• Proven experience with Microsoft Word, Excel, PowerPoint and Outlook.
• Ability to manage calendars, travel, and proofreading with discretion.
• Commitment to the foundation’s vision and values.
• Proactive, detail-oriented, and able to work independently.

Responsibilities

• Organizes and maintains the team’s calendar, including monthly meetings, retreats and program-related conferences.
• Schedules internal and external meetings and convenings: coordinates calendars, assembles meeting materials, reserves meeting rooms, makes meal arrangements, and confirms logistics and appointments for the team.
• Coordinates business travel, airfare bookings, accommodation arrangements, car services, and Outlook itineraries for the Managing Director and other team members as assigned.
• Assembles Board and/or Workgroup materials with Managing Director to post to appropriate locations adhering to the processes and deadlines set by the Executive Office.
• Prepares correspondence, proofreads memos, and manages up-to-date grantee and partner contacts and distribution lists.
• Responsible for processing department expenses, preparing expense reports, and resolving discrepancies with Finance.
• Serves as a first point of contact to internal stakeholders relating to documents and information for the team.
• Responds to or distributes initial general grant inquiries to assigned team members.
• Drafts and prepares consulting contract internal forms for approvals and distributes executed documents to external consultants and Finance.
• Processes invoices and maintains master file of current consultants for the team.
• Prepares mailings and shipments of materials; opens and distributes department mail.
• Assists Managing Director with administrative budget tracking. Researches, assembles, and tracks various team-related information and data accurately.
• Represents the foundation (orally and in writing) in a highly professional and customer service focused manner.
• Responsible for effective filing and document management.
• Provides secondary back-up for telephone support and receptionist activities.
• Requires some local off-site work and light travel for the purpose of meeting preparations.
• Performs other duties as assigned.

Skills

Calendar management

Travel arrangements

Proofreading

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Interpersonal communication

Discretion

Attention to detail

Education

High school diploma or Associate degree

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Outlook

Job description

The Kresge Foundation, based in the United States, seeks an experienced Program Team Assistant to support the Arts & Culture Program and Managing Director. This role emphasizes professional communication with grantees, vendors, and staff, and requires strong calendar and travel coordination abilities.

The position offers a hybrid schedule with remote work up to 3 days weekly, and involves budget tracking, document management, and collaborative project support.