Program & Operations Assistant (PC)

Propel Capital; New York (NY); On-site; USD 45,000 - 60,000; Full time

Benefits offered by this job

Competitive salary

Part-time option (24+ hrs)

Job summary

Propel Capital is seeking a detail-oriented Program & Operations Assistant in New York to support the CEO, Portfolio Director, and team. You will manage calendars, travel, expenses, grants, and office operations, ensuring smooth day-to-day activities and data integrity.

The role also covers technology upkeep, content updates, and cross-team projects. A curious mindset about impact investing and philanthropy is valued, with a collaborative, mission-driven culture.

Qualifications

• Detail-oriented and personable with strong interpersonal skills.
• Experience in administrative or operations roles.
• Interest in impact investing and philanthropy; curiosity about sectors.

Responsibilities

• Provide executive and administrative support to the CEO and Portfolio Director.
• Manage office operations, calendars, travel, and expenses.
• Oversee grants administration, inquiries, proposals, and awards.
• Maintain technology services and website updates (Squarespace).
• Contribute to communications, research, and cross-team projects.

Skills

Administrative support

Project management

Microsoft Office

Google Suite

Communication

Interpersonal skills

Managing up

Tools

Squarespace

QuickBooks

Dropbox

G Suite

Job description

Propel Capital invests in bold innovators creating a just and equitable future. Through creative uses of capital, we strive to build more inclusive economies, expand progressive electoral power, and reform the criminal justice system. Our partners are changemakers and purpose-driven social enterprises with the potential to transform the world. To learn more about Propel Capital visit propelcapital.org .

About the Position

The Program & Operations Assistant is integral to the Propel Capital team, playing a vital role in the organization’s efficiency and effectiveness. The three key areas of responsibility are:

• Supporting the CEO through various executive administrative duties, including managing the CEO's schedule, travel arrangements, and expenses.
• Supporting the Portfolio Director through various operational, grants management and finance duties.
• Supporting the team by managing the office and master calendar and contributing to special projects involving communications, research, and meeting/event planning.

The job will include a wide range of tasks, large and small. Attention to administrative detail and effective "managing up" are a must to working with our highly collaborative, fun, and mission-focused team. Experience in impact investing and philanthropy are not required for this position, but we are seeking candidates with curiosity about these sectors, a strong sense of mission, and the ability to see even the smallest tasks as part of the overall impact and success of Propel.

Specific Responsibilities

Executive and Administrative Support

The Program & Operations Assistant will work closely with the CEO to execute key administrative tasks.

• Manage the CEO’s calendar, including scheduling meetings and booking travel arrangements.
• Provide administrative support for the CEO, including processing receipts and expenses, managing Expensify account and contact list, and following-up on meetings.

Office and Financial Management

The Program & Operations Assistant will be responsible for the day-to-day smooth functioning of the office.

• Ensure accurate internal data management and effective organizational systems.
• Manage bill payments and expense reimbursements and coordinate with the bookkeeper to reconcile accounts.
• Order supplies and maintain the office.

Grants Administration

The Program & Operations Assistant will be responsible for tracking the lifecycle of grant inquiries, proposals, and awards.

• Provide timely responses to inquiries from grantees, grantseekers, and other partners about grant proposals, reports, meetings and other matters.
• Prepare grant award letters and payments.
• Maintain a thorough and orderly system for tracking potential and awarded grant information.

Technology

The Program & Operations Assistant will be responsible for maintaining software and technology services.

• Maintain the website (Squarespace) including updating content as necessary.
• Manage software, including Microsoft Office, DropBox, and G Suite.
• Troubleshoot as necessary.

Other possible opportunities and cross-team support

• Draft talking points and contribute to external communications.
• Conduct research and draft memos on potential partners and key issues.
• Participate in organizational planning and events.

Candidate Requirements

The successful candidate will be detail-oriented and personable, combining strong interpersonal skills with a love of well-organized systems. Prior experience working in an administrative or operations capacity is required, as is a strong interest in or desire to learn about impacting investing and philanthropy. Additional requirements are as follows:

• Excellent oral and written communication with a style that builds and maintains relationships.
• Exceptional organizational skills - able to juggle multiple projects, timelines, and inquiries.
• Professional demeanor and strong interpersonal skills, including the ability to "manage up".
• Willingness to solve problems, take initiative, and take ownership of high priority tasks and projects.
• High level of personal responsibility, integrity, trust and accountability.
• Operating style suited to working in a small-office setting where flexibility, sense of humor, and resourcefulness are highly valued.
• Experience with project management and the Microsoft and Google suite of products.
• Knowledge of Squarespace and/or QuickBooks (a plus).

What to Expect From Us

• Competitive salary and benefits commensurate with experience. The position could be configured as part time and candidates seeking part-time work of 24 hours or more should apply.
• A highly engaged team with a sense of justice and a sense of humor.
• A low-ego, high-performance culture and flexible work environment.
• The opportunity to engage with partners across the Propel portfolio and gain exposure to leading practitioners in impact investing and philanthropy.
• Successful candidates will be contacted for an initial phone interview. Please allow up to two weeks to be contacted. We regret that we are not in a position to personally respond to all applicants.
• Applications will be reviewed on a rolling basis.

Propel Capital is an Equal Opportunity Employer committed to building the leadership of people of color, people with disabilities, LGBTQ people, and women. Candidates of all backgrounds are encouraged to apply.