Bilingual Executive & Board Support Lead

Panta Rhea Foundation; United States; Hybrid; USD 67,000 - 122,000; Full time

Job summary

Panta Rhea Foundation seeks a Special Projects Manager to ensure smooth administration for a geographically dispersed team. Based in the Washington DC Metro Area or Mexico City, the role requires bilingual English/Spanish and strong executive support.

You will handle scheduling, board liaison, travel and events, budgeting, onboarding/offboarding, and grantmaking support, while maintaining policies and online collaboration tools.

Qualifications

• 5+ years of progressively responsible experience in nonprofits, philanthropy / foundations, intermediaries or fundraising / development.
• Experience supporting a senior executive, board of directors, and a small, geographically dispersed team.
• Experience with event planning and meeting coordination & logistics.
• Strong systems/process orientation; with experience building or improving ways of working.
• Strong financial / budget literacy, including expense processing.
• Excellent judgement and discretion, with expert diplomacy across diverse audiences.
• Demonstrated autonomy, maturity, and sophistication with internal and external partner engagements and communications.
• Strong written and verbal communication skills.
• Comfortable in a small, high-autonomy environment, with the ability to balance and execute competing priorities.
• Spanish / English biliteracy required.

Responsibilities

• Support the Executive Director in the effective administration of the Foundation’s strategies, including outreach to and relationship management of foundation stakeholders and partners.
• Lead scheduling of board events and meetings, including coordinating board engagement, communications and meetings, including logistics, committee communication, scheduling, material preparation, minutes and additional logistics.
• Lead the Executive Director’s travel planning and provide support for staff logistics.
• Manage the logistics of in-person board meetings including coordinating domestic and international air and ground travel; meeting space, overnight accommodations, and hospitality needs.
• Lead on the effective administration of the virtual office infrastructure so staff can collaborate robustly and efficiently through online tools.
• Support organizational budget administration, bookkeeping, expense, invoice, & contract processing and tracking budgets with direction from the Executive Director.
• Maintain organizational policies and procedures, ensure all compliance documentation is current. Develop and implement standard operating procedures for administrative needs.
• Provide onboarding / offboarding and logistical support for foundation staff / consultants.
• Provide grantmaking support based on organizational needs.
• Fully manage the Foundation’s primary email inbox, replying to inquiries, prioritizing requests, and directing onward, as appropriate.
• Support the creation of various communication tools for the Executive Director, including presentations, written materials for internal and external meetings and engagement, in line with the Foundation’s communications strategy.

Skills

Biliterate English/Spanish

Nonprofit/philanthropy experience

Event planning & logistics

Job description

Panta Rhea Foundation seeks a Special Projects Manager to ensure smooth administration for a geographically dispersed team. Based in the Washington DC Metro Area or Mexico City, the role requires bilingual English/Spanish and strong executive support.

You will handle scheduling, board liaison, travel and events, budgeting, onboarding/offboarding, and grantmaking support, while maintaining policies and online collaboration tools.