Program Assistant, Domestic Portfolio

Pilot House Associates - Boston MA; Boston (MA); Hybrid; USD 45,000 - 65,000; Full time

Benefits offered by this job

Health insurance

Dental insurance

Vision insurance

Life insurance

15 vacation days

Parental leave

Job summary

A nonprofit organization based in Boston is seeking a Program Assistant to provide administrative support to its domestic giving portfolio. This full-time role involves tasks such as scheduling, data entry, and assisting in grant monitoring. The ideal candidate will have a Bachelor’s degree and three years of administrative experience, preferably within nonprofit organizations. PHA offers a robust benefits package and a hybrid work environment, requiring some in-office days each week.

Qualifications

• Three or more years of full-time administrative work experience, preferably in nonprofit or philanthropic organizations.
• Ability to handle multiple tasks simultaneously and meet deadlines with accuracy.
• Demonstrated ability to work well individually and as part of a team.
• Proficiency in Microsoft Office; familiarity with Salesforce or similar database.

Responsibilities

• Support senior program officer with scheduling meetings and calls.
• Assist with grant due diligence and data entry in grantmaking database.
• Prepare responses to internal requests and assist in report preparation.
• Assist with grant due diligence.
• Ensure data quality throughout the grant-making cycle.
• Track grant reporting requirements and secure timely reports from grant recipients.
• Liaise with grants management team as needed.
• Prepare responses to internal information requests.
• Assist with preparing reports and presentations.
• Compile and prepare funding histories and background material for staff prior to site visits or meetings.
• Review and respond to requests for recognition or public acknowledgment 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 to facilitate planning and operations for the domestic portfolio or other special projects.

Skills

Organizational skills

Written communication

Interpersonal skills

Proficiency in Microsoft Office Suite

Ability to maintain discretion

Problem-solving

Self-starting / proactive

Ability to work with diverse groups

Education

Bachelor’s degree

Tools

Salesforce or similar database

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 onboarding and/or training needs.