Program Assistant

Jobtailor; New York (NY); On-site; USD 55,000 - 75,000; Full time

Job summary

Jobtailor seeks a capable program coordinator to serve as the primary administrative point person for programmatic matters in New York. You will nurture professional relationships with internal teams and external partners while managing deadlines and invoices.

You will collaborate across departments, handle scheduling for site visits and events, track expenses, and support grantees with calls, agendas, and notes, while maintaining strong organizational and communication skills.

Qualifications

• Bachelor’s degree or equivalent experience.
• 2–4 years in program coordination or administrative roles.
• Experience working with diverse communities and populations.
• Strong interpersonal and communication skills.
• Ability to build relationships and engage diverse groups.
• Strong organizational and multitasking skills.
• Basic data tracking and reporting skills.
• Familiarity with Microsoft Office (Word, Excel, PowerPoint, SharePoint).
• Bilingual (English/Spanish) preferred.

Responsibilities

• Serve as the primary administrative point person for programmatic matters and maintain relationships with internal teams and external partners.
• Respond to programmatic inquiries and collaborate across departments.
• Communicate key deadlines and programmatic requests to programs.
• Oversee processing of invoices and program-related expenses.
• Work with fiscal team to reconcile expenses.
• Manage logistics and scheduling for site visits and program-related events.
• Notify subcontractors of payment approvals and provide status updates.
• Schedule and participate in grantee calls, draft agendas, and take notes.
• Track direct relief expenses.
• Other tasks as assigned.

Skills

Interpersonal skills

Communication skills

Relationship building

Organizational skills

Multitasking

Data tracking

Reporting skills

Education

Bachelor's degree or equivalent

Tools

Microsoft Office

SharePoint

Job description

Responsibilities

• Serve as the primary administrative point person for all programmatic matters, maintaining professional relationships with internal teams and external partners
• Respond to programmatic inquiries and collaborate across departments
• Communicate key deadlines and other programmatic requests to programs
• Oversee processing of invoices and program-related expenses
• Work with fiscal team to reconcile expenses
• Manage logistics and scheduling for site visits and program-related events
• Notify subcontractors of payment approvals and provide status updates
• Schedule and participate on grantee calls, draft agendas, and take notes
• Track direct relief expenses
• Other tasks as assigned

Requirements

• Bachelor’s degree (or equivalent experience)
• 2–4 years of experience in a program coordination role, administrative assistant, or special projects role
• Experience working with diverse communities and populations
• Strong interpersonal and communication skills
• Ability to build relationships and effectively engage diverse groups
• Strong organizational and multitasking skills
• Basic data tracking and reporting skills
• Familiarity with Microsoft Office (Word, Excel, PowerPoint, Sharepoint)
• Bilingual (English/Spanish) preferred