Program Assistant

Arabella Advisors; Durham (NC); Remote; USD 42,000 - 56,000; Full time

Job summary

Arabella Advisors seeks a detail-oriented Program Assistant to support a portfolio of fiscally sponsored nonprofit projects within the Managed Organizations team. You will handle administrative tasks, data maintenance, and collaboration across client-facing and internal teams.

Ideal candidates have a Bachelor’s or Associate’s degree, strong Microsoft 365 skills, and an interest in philanthropy and non-profit operations.

Qualifications

• Bachelor’s degree or Associate’s degree with at least one year of relevant internship/work experience preferred.
• High level of computer proficiency, particularly with the Microsoft 365 Office suite.
• Experience or interest in philanthropy, nonprofits, foundation operations and management.
• Position must be based in Durham, NC, Chicago, IL, or Washington, DC (remote environment due to COVID-19).

Responsibilities

• Provide administrative and operational support to a portfolio of fiscally sponsored charitable projects.
• Maintain up-to-date project data in Salesforce and other systems.
• Support project financial management: pull monthly reports, review vendor invoices, and process payments with proper coding.
• Assist with grant and contract management: RFP setup, due diligence, signatory process, drafting agreements, disbursement payments, reporting.

Skills

Microsoft 365 proficiency

Education

Bachelor’s or Associate’s degree

Tools

Salesforce

Job description

Arabella Advisors helps foundations, philanthropists and investors who are serious about impact achieve the greatest good with their resources. We work together across geographies on issues ranging from the social and economic advancement of women and girls, and conservation of our climate and planet, to reducing poverty and inequity in the United States and around the world. Our staff members are mission-driven and action-oriented, and have a unique combination of experience in philanthropy, business, nonprofits, government, finance, law, and other fields. We combine creative, strategic thinking with knowledge and networks developed through decades of hands‑on experience. The fastest-growing philanthropic advisory firm in the nation, Arabella is also a certified B Corporation.

ABOUT THE POSITION

Detail-oriented, aspiring operations professionals who will provide critical administrative and logistical support to a diverse portfolio of nonprofit client projects

Program Assistants on the Managed Organizations “MO” team provide operational and administrative support to Arabella’s fiscally sponsored nonprofit organizations, including the New Venture Fund, the Windward Fund, and the Hopewell Fund—all 501(c)(3) public charities—and the Sixteen Thirty Fund, a 501(c)(4). These managed organizations house new and innovative public interest projects and nonprofits -- many focused on conservation, global health, and civic engagement -- as well as coordinate collaborative initiatives between donors and administer grants programs. This type of structure is commonly referred to as fiscal sponsorship, and candidates are highly encouraged to research fiscal sponsorship prior to a first interview.

Managed Organizations team members are deeply passionate about the role that smooth, efficient back‑office organizational operations play in achieving social impact. Our colleagues are experienced and skilled in areas like non-profit (c3) and (c4) compliance, budgeting and finance, human resources, technology, and project management. Program Assistants play a critical role on this growing team, providing operational and administrative support to a range of client projects.

Managed Organizations Program Assistant Essential Responsibilities

Work collaboratively with different internal and client-facing teams to provide administrative and operational support to a portfolio of fiscally sponsored charitable projects

Maintain up-to-date project data and information in various technology systems, including Salesforce and provide quality control to ensure data is entered accurately and completely

Support project financial management by pulling and formatting monthly financial reports for account manager review, reviewing vendor invoices, and submitting payment requests with accurate coding and documentation

Support grant and contract management by setting up requests for proposals, conducting due diligence, overseeing the signatory process, drafting contract and grant agreements, submitting payments for disbursement, and reviewing contractor and grantee reports

Facilitate the approval and hiring process for new employees, provide support in gathering documentation and managing data entry for processing new hires

Drafting client-facing communications for project teams including emails, memos, and status summary documents

Contribute to department-wide process improvement efforts focused on the development and implementation of more efficient processes, systems, and technology

Assist with coordinating logistics and scheduling for client and team meetings

Managed Organizations Program Assistant Profile

While it is understood that no candidate will offer every desired skill and characteristic, the following offers a detailed, aspirational view of the ideal candidate profile

Skills and Experience

Bachelor’s degree or Associate’s degree with at least one year of relevant internship/work experience preferred

High level of computer proficiency, particularly with the Microsoft 365 Office suite

Experience or interest in philanthropy, nonprofits, foundation operations and management

While this position must be based in Durham, NC, Chicago, IL, or Washington, DC, please note that due to COVID-19, all Arabella Advisors' offices are closed, and we continue to temporarily work in a remote environment.