Program Assistant

Phaxis; New York (NY); Hybrid; USD 41,000 - 52,000; Full time

Job summary

Phaxis is seeking a Program Associate to support a high-impact nonprofit initiative in New York. The role combines grant and contract administration with cross‑functional coordination to ensure timely deliverables and accurate reporting.

The position requires a Bachelor’s degree and 3+ years of relevant experience, with strong writing, communication, and organizational skills. Hybrid work in NYC, with some international travel, and a fixed-term, one-year assignment are offered.

Qualifications

• Bachelor’s degree required.
• 3+ years of relevant professional experience.
• Grant or contract administration experience within a foundation, nonprofit, multilateral, or international development organization preferred.
• Excellent writing and communication skills.
• Strong organizational skills and attention to detail.
• Experience managing deadlines, deliverables, budgets, agreements, and reporting requirements.
• Advanced Microsoft 365 skills (SharePoint, Excel, PowerPoint, Word, Teams).
• Ability to work effectively with senior-level stakeholders.
• Willingness to travel internationally.

Responsibilities

• Support administration of grants, contracts, vendor agreements, MOUs, and other program agreements.
• Coordinate documentation, approvals, signatures, amendments, extensions, and closeout processes.
• Track grant deliverables, reporting deadlines, payment milestones, and program commitments.
• Enter and maintain program and agreement information in Salesforce.
• Review narrative and financial reports and flag outstanding items.
• Coordinate with Grants Management, Legal, Finance, and Communications teams.
• Maintain internal reporting calendars, SharePoint files, planning tools, and stakeholder databases.
• Draft briefing notes, one-pagers, reports, event materials, and other program communications.
• Conduct research and verify information used in program materials.
• Coordinate meetings, workshops, and multi-stakeholder events.
• Manage event logistics, vendors, invitations, RSVPs, travel support, and materials.
• Prepare agendas, pre-reads, participant briefs, and speaker materials.
• Maintain stakeholder engagement records and track follow-up items.
• Support senior leadership across multiple projects and priorities.

Skills

Writing skills

Communication skills

People/Stakeholder management

Organizational skills

Deadline management

Ability to travel internationally

Education

Bachelor's degree

Tools

Salesforce

SharePoint

Excel

PowerPoint

Word

Teams

Job description

NOW HIRING: PROGRAM ASSOCIATE - NONPROFIT / FOUNDATION

Location: New York, NY - Hybrid
Pay: $30-$38/hr, depending on experience
Schedule: Monday-Friday, 9:00 AM-5:00 PM
Hours: 35 hours/week, with up to a 1-hour unpaid lunch
Worksite: Monday-Thursday in office | Friday WFH
Assignment: Temporary, One-Year Fixed Term
Target Start: November 2026

We are seeking an experienced Program Associate to support a high-impact initiative focused on humanitarian response, food and nutrition security, climate adaptation, and international development.

KEY RESPONSIBILITIES

• Support administration of grants, contracts, vendor agreements, MOUs, and other program agreements
• Coordinate documentation, approvals, signatures, amendments, extensions, and closeout processes
• Track grant deliverables, reporting deadlines, payment milestones, and program commitments
• Enter and maintain program and agreement information in Salesforce
• Review narrative and financial reports and flag outstanding items
• Coordinate with Grants Management, Legal, Finance, and Communications teams
• Maintain internal reporting calendars, SharePoint files, planning tools, and stakeholder databases
• Draft briefing notes, one-pagers, reports, event materials, and other program communications
• Conduct research and verify information used in program materials
• Coordinate meetings, workshops, and multi-stakeholder events
• Manage event logistics, vendors, invitations, RSVPs, travel support, and materials
• Prepare agendas, pre-reads, participant briefs, and speaker materials
• Maintain stakeholder engagement records and track follow‑up items
• Support senior leadership across multiple projects and priorities

REQUIREMENTS

• Bachelor’s degree required
• 3+ years of relevant professional experience
• Grant or contract administration experience within a foundation, nonprofit, multilateral, or international development organization strongly preferred
• Excellent writing and communication skills
• Strong organizational skills and attention to detail
• Experience managing deadlines, deliverables, budgets, agreements, and reporting requirements
• Advanced Microsoft 365 skills, including SharePoint, Excel, PowerPoint, Word, and Teams
• Ability to work effectively with senior‑level stakeholders
• Comfortable working in a fast‑paced, multicultural and internationally distributed environment
• Willingness and ability to travel internationally

PREFERRED EXPERIENCE

• International development, humanitarian response, food security, nutrition, or climate adaptation
• International and multi‑stakeholder events
• Salesforce
• Experience working with Grants Management, Legal, Finance, and Communications teams
• AI‑enabled productivity tools
• Additional language skills

PAY: $30-$38/HR, DEPENDING ON EXPERIENCE