Position Announcement: Senior Program Associate

SOBRATO FAMILY FOUNDATION; Mountain View (CA); Hybrid; USD 125,000 - 156,000; Full time

Job summary

The Sobrato Foundation is seeking a Senior Program Associate to enhance philanthropic efforts through effective grant management and support. This full-time role involves coordinating with leadership, managing grant data, and providing administrative assistance. The ideal candidate will excel in project management and communication, thriving in a fast-paced environment.

Benefits

Medical, dental, and vision benefits

Retirement savings with matching contributions

Twenty PTO days plus paid holidays

Tuition assistance and professional development

Flexible work environment

Qualifications

• Minimum 5 years experience in administrative or executive support.
• Experience with high-net-worth individuals preferred.
• Advanced communication skills for diverse stakeholder interaction.

Responsibilities

• Manage the President's calendar and support travel arrangements.
• Coordinate grant administration tasks and ensure data accuracy.
• Facilitate meetings and document proceedings.

Skills

Project management

Organizational skills

Communication skills

Education

Bachelor’s degree

Tools

Microsoft Office Suite

Fluxx Grants Management Software

Job description

Position Announcement: Senior Program Associate

Mountain View, CA

Title: Senior Program Associate

Work Schedule: Hybrid, in Office

Status: Full-Time

FSLA Status: Exempt

Work Location: Mountain View, CA

Date Submitted: January 2025

SUMMARY

The Sobrato Organization (TSO) is a family-owned, multi-enterprise firm focused on real estate, investment, and philanthropy. For nearly seven decades, we have played a pivotal role in the emergence and growth of Silicon Valley. Starting with real estate, then branching into grantmaking, advocacy, and impact investing, we partner with communities to shape a world that is more inclusive, equitable, and sustainable.

“TSO possesses extraordinary assets, including committed owners who are passionate about our mission, an incredibly talented team of proven professionals, and an ample set of social and commercial opportunities to pursue. As CEO, my goal is to foster leadership excellence, strategic clarity, operational effectiveness and a vibrant culture. I believe we can set the gold standard of integrating mission and profit, serve as an example to others, and create an environment where amazing people can thrive.” Tony Mestres, Chief Executive Officer

JOB SUMMARY

Reporting to the Director of Strategy and Governance, the Senior Program Associate (SPA) plays a critical role in supporting the philanthropic efforts of Sobrato Philanthropies (SP) by providing comprehensive grant management, administrative, and operational support. Working closely with SP’s leadership team, including the President, Vice Presidents, and Directors, their role is integral to ensuring efficient grantmaking is executed for the Sobrato family and that SP’s leadership has highly coordinated calendars, meetings, and offsites.

The SPA will support grants administration, maintain accurate grant data, and track grantee reports for Sobrato family member grantmaking. Additionally, the role provides high-level administrative assistance, including calendar and travel coordination, meeting preparation, and logistical support, ensuring the seamless operation of leadership activities. The position requires advanced project management, organizational, and communication skills, as well as the ability to adapt and thrive in a fast-paced environment. The SPA needs to be able to work well independently and within a team, demonstrating great initiative, flexibility, and collaboration.

RESPONSIBILITIES AND TASKS

Job Responsibility 1: Family Philanthropy Services Support

45% of Time

• Support the Director of Family Philanthropy Services to manage individual and collaborative Sobrato family grantmaking.
• Oversee the Family Philanthropy Services grants administration process, including entering grantee data, ensuring information accuracy, and enabling an efficient grant approval process for the grantee.
• Supports the Family with grant inquiries.
• Draft emails, letters, and other communications to family members and partners.
• Manage and track grantee reports.
• Support grant budget management and tracking of grant resources in partnership with the Director of Family Philanthropic Services.
• Partner with the grants management team to ensure effective grantmaking processes are in place and followed from start to finish, including the Foundation’s partnership with Silicon Valley Community Foundation as applicable.
• Respond to general e-mail and website inquiries about family giving and/or funding requests.
• Gather information needed to inform grant recommendations, including researching and summarizing background on prospective organizations.
• Field grant inquiries and vet partnership opportunities from external partners, family members, etc., as guided by the Director of Family Philanthropic Services.
• Support the grant recommendation process, including developing materials for family and governance meetings as needed.
• Manage special projects related to family initiatives as needed by leading and coordinating efforts to ensure they are completed efficiently.
• Support contract processes related to family initiatives by handling tasks such as drafting, reviewing, and tracking agreements to ensure accuracy, compliance, and seamless execution.

Job Responsibility 2: Sobrato Philanthropy President and Director of Strategy and Governance Support

45% of Time

• Strategically manage and coordinate the President's calendar to ensure seamless scheduling and alignment with organizational priorities.
• Oversee travel arrangements for the President, including booking accommodations and transportation to support efficient and stress-free itineraries.
• Facilitate scheduling and calendar management for internal leadership meetings, ensuring stakeholder alignment.
• Triage incoming requests to the SP President and facilitate timely resolution of inquiries.
• Document meeting proceedings by taking accurate and detailed notes, capturing takeaways and action items for key meetings.
• Proofread and compile materials for Sobrato Philanthropies Executive Committee meetings, ensuring accuracy, completeness, and timely distribution to all members.
• Organize catering services for events and meetings, tailoring arrangements to fit the occasion and attendees' needs.
• Provide logistical support for events and meetings, including venue setup, technology coordination, and communication with attendees.
• Offer hands-on, day-of-event support to ensure smooth execution and address last-minute needs.
• Conduct research projects as assigned, delivering insightful and thorough findings to inform decision-making.

Other Responsibilities as Assigned

10% of Time

QUALIFICATIONS

Education / Training

A minimum bachelor’s degree or equivalent combination of education and work experience in the philanthropic, nonprofit, education, and/or public sector is required.

Experience/Technical Skills

• At least 5 years of experience executing operations, administrative duties, and/or executive leadership support.
• Experience working with high-net-worth individuals, principal donors on their philanthropy preferred.
• Substantial relationship development skills with internal and external audiences.
• Excellent project planning and management skills ensure deliverables are well-executed and timely.
• Advanced written and verbal communication skills to effectively interact with diverse internal and external stakeholders.
• Proficient with database software, website tools, and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Office 365 in a Mac environment; familiarity with standard office equipment and phone system.
• Demonstrates exceptional attention to detail, ensuring accuracy and precision in all tasks, including reviewing documents, managing data, and overseeing processes.
• Works well independently and within a team, demonstrating great initiative, flexibility, and collaboration.
• Highly ethical. Exercises good judgment and discretion.
• Self-confident, self-aware, with a good sense of humor.
• Ability to be proactive and constantly prioritize responsibilities in a fast-moving and rapidly changing environment.
• Experience in event planning, meeting facilitation, or convening.
• Experience using Fluxx Grants Management Software.

ORGANIZATION

Reports to:Director, Strategy and Governance

Direct Reports: N/A

Alignment to our Mission, Culture, and Values

We hire individuals who share our vision of building a better future through business and philanthropic leadership, impacting the lives of countless fellow residents of our region in a way that could be replicated in other major metropolitan regions around the country and affecting the lives of millions.

Our Mission and Values

The Sobrato Organization’s mission is to build a more equitable and sustainable world through business and philanthropic leadership. We work to inspire current and future generations to steward family resources in service of others around the world. We have established a deep legacy in Silicon Valley that includes a commitment to community, and our values honor and promote this legacy:

Mutual Accountability:We earn trust by taking ownership of our work and honoring our commitments to each other, our partners and our communities.

Collaboration:We believe in the value of collaboration and partnership in achieving effective solutions. We treat people with respect and value the diverse experiences and perspectives of our partners, colleagues and investees.

Engagement:We recognize that lasting impact requires building deep relationships with our stakeholders and getting proximate to our communities and the work. We act with humility, respect and compassion.

Excellence:We focus on results, maintain a strong work ethic, and persist through challenges. We innovate, take risks, and embrace creativity and continuous learning.

Integrity:We endeavor to deal transparently, honestly and fairly. We strive to do what is right, especially when it is hard.

• Medical, dental, and vision benefits for employees and dependents on the first of the month following the hire date
• Short and long-term disability and life insurance
• Fertility program benefits
• Comprehensive mental health benefits for employees and dependents
• Retirement savings account with matching contributions of up to 10%
• Twenty PTO days in the first year of servicein addition to paid year-end closure days between Christmas and New Year’s Day
• Eleven paid holidays
• Tuition assistance and professional development initiatives for growth
• Technology allowance
• Employee matching gifts program
• Generous parental leave
• Flexible and inclusive work environment
• Enjoy a professional yet comfortable work environment with our business casual dress code
• Catered lunches, healthy snacks and beverages
• Acknowledgement for exceptional work as well as important moments in the lives of those we work with

Compensation Transparency

At TSO, base pay is part of a broader compensation package and is set within a range, allowing for growth as you advance in your role. The pay range for this role is between 125,000 and 156,000.

Salary offers are determined based on various factors, including experience, education, licensure and/or certifications, internal equity, and specific business and organizational needs. TSO is fully committed to complying with California's pay transparency laws to ensure fair and equitable compensation practices.

About Us

Founded by John A. Sobrato in 1979 and led by CEO Tony Mestres, The Sobrato Organization remains a family-owned firm known for integrity and dedication, with no outside investors or joint venture partners. Since 1953, the Sobrato Family has played a pivotal role in shaping Silicon Valley through its real estate development. Its office, and R&D projects comprise 7.5 million square feet, most of which are Class A, mid-rise office buildings. TSO also owns 30 apartment communities totaling 6,700 units along the West Coast. Through Sobrato Philanthropies, the firm has donated more than $379 million in cash and real estate to the Silicon Valley community. We have established a deep legacy in Silicon Valley that includes a commitment to community and our values honor and promote this legacy.

The Sobrato Organization is committed to its mission of building strong and vibrant communities where we live and do business. To achieve this, we embrace becoming a more diverse, inclusive, and equitable organization that empowers our people. Our team remains at the core of what we do. We strive to consistently lead from a space of learning and strengthening our capacity for change. We understand our responsibility to cultivate a culture of belonging, appreciation, and respect. We believe that TSO must be a place where staff feel at ease in expressing themselves honestly and openly. Advancing these important initiatives is mission-critical to our ability to maximize our impact in the world.

The Sobrato Organization is an equal-opportunity employer dedicated to building a team that represents a diversity of backgrounds, cultures, experiences, perspectives, and skills and to creating an environment and inclusion and belonging for all employees regardless of race, skin color, ethnicity, religion, gender, sexual orientation, national origin, disability, age, marital status, military status, pregnancy, or parenthood. The Sobrato Organization is expanding, and we are passionate about growing our staff with people who have diverse voices with different lived experiences.