Program Assistant, Domestic Portfolio

Pilot House Associates; Boston (MA); Hybrid; USD 48,000 - 60,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life insurance

Vacation 15 days per year

Parental leave

Hybrid work environment

Remote-friendly (partial)

Job summary

Pilot House Associates seeks a Program Assistant to provide administrative support for the domestic giving portfolio. The role reports to the Senior Program Officer and focuses on the grantmaking cycle, data management, and meeting coordination in a hybrid Boston environment.

The ideal candidate is highly organized, detail-oriented, and able to work independently while collaborating with a diverse team. A bachelor’s degree and nonprofit experience are preferred, with strong Microsoft Office and

Qualifications

• Bachelor’s degree required.
• Three or more years of full-time administrative work experience; nonprofit/philanthropy preferred.
• Exceptional organizational skills; ability to multitask and meet deadlines.

Responsibilities

• Schedule meetings, calls, and site visits for the Senior Program Officer.
• Support grantmaking and grant monitoring processes.
• Log inquiries and data entry in the grantmaking database.

Skills

Organizational skills

Written & verbal communication

Team collaboration

Discretion & confidentiality

Education

Bachelor’s degree

Tools

Salesforce

Microsoft Office

Job description

The family philanthropy team is seeking a program assistant to provide administrative support to the domestic giving portfolio. This position reports to the senior program officer for the domestic portfolio performing administrative support tasks throughout the grantmaking cycle. The ideal candidate must be highly organized and self-motivated, with attention to detail and the ability to prioritize workload. Proven written, computer, and interpersonal skills to manage relationships with a broad range of people and organizations are essential.

Key Responsibilities

• Support senior program officer with scheduling meetings, calls and site visits as needed.
• Support senior program officer through the grant making and grant monitoring process
• log inquiries and engage in other data entry projects in the grantmaking database;
• assist with grant due diligence
• ensure data quality throughout the grant making cycle;
• track grant reporting requirements and assist in securing timely reports from grant
• recipients.
• Liaise with grants management team as needed
• At the direction of the senior program officer, prepare responses to internal information requests.
• Assist with the preparation of reports and presentations.
• Compile and prepare funding histories and background material for staff prior to site visits or meetings upon request.
• Review and respond to requests for recognition or public acknowledgement of gifts.
• Stock and refresh needed office supplies.
• Provide logistical support for internal and external meetings and convenings.
• Support the vice president with scheduling meetings, calls and site visits as needed.
• Provide other administrative support as needed to facilitate planning and operations for the domestic
• portfolio or other special projects.

Qualifications

• Bachelor’s degree.
• Three or more years of full-time administrative work experience; experience in nonprofit or philanthropic organizations is preferred.
• Exceptional organizational skills; demonstrated ability to handle multiple tasks simultaneously and meet deadlines while delivering accurate work products.
• Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint)
• Familiarity with Salesforce or similar database program.
• Demonstrated ability to work well individually, as part of a team, and within diverse communities.
• Ability to maintain absolute discretion and confidentiality.
• An orientation toward self-starting, proactive anticipation of team needs, and creative problem solving.
• Excellent written and oral communication skills.
• A collegial spirit in sharing ideas and seeking and receiving feedback.

The Details

• Position type: Full-time, salaried
• Reports to: Senior Program Officer
• Benefits: PHA offers an attractive benefits package including health, dental, vision and life insurance. Leave policies include 15 vacation days per year for new employees and a robust parental leave.
• Hybrid Work Environment
• PHA is offering its employees the flexibility to work remotely for some portion of each week. For this position, the current expectation is that the Program Assistant will work in the Boston office a minimum of two days a week on an ongoing basis.
• Additional in-office days will be required during the first six months of employment to facilitate various on-boarding and/or training needs.