Senior Program Associate

Northern California Grantmakers; Mountain View (CA); On-site; USD 125,000 - 156,000; Full time

Job summary

A leading nonprofit organization based in Mountain View seeks a Senior Program Associate to support grant management and executive leadership activities. The role involves ensuring efficient operations, managing internal communications, and handling administrative responsibilities, making it vital for the success of the organization’s philanthropic efforts. Candidates must possess strong project management skills and a bachelor’s degree, with a preference for those demonstrating 3-5 years of relevant nonprofit experience.

Qualifications

• Minimum 3-5 years of experience supporting executive leadership in nonprofits.
• Experience in grant management and administrative duties.
• Proficient with database software and Microsoft Office in a Mac environment.

Responsibilities

• Coordinate grant management processes and support family philanthropy services.
• Manage executive calendars and travel for the President.
• Document meeting notes and proofread materials for leadership meetings.

Skills

Project Management

Communication

Organizational Skills

Attention to Detail

Collaboration

Education

Bachelor's degree or equivalent

Tools

Microsoft Office Suite

Fluxx Grants Management Software

Job description

Salary Range: $ 125,000 To $156,000 Annually

Date Submitted: January 2025

JOB SUMMARY

Reporting to the Director of Strategy and Governance, the Senior Program Associate (SPA) plays a critical role in supporting the philanthropic efforts of Sobrato Philanthropies (SP) by providing comprehensive grant management, administrative, and operational support. Working closely with SP’s leadership team, including the President, Vice Presidents, and Directors, their role is integral to ensuring efficient grantmaking is executed for the Sobrato family and that SP’s leadership has highly coordinated calendars, meetings, and offsites.

The SPA will support grants administration, maintain accurate grant data, and track grantee reports for Sobrato family member grantmaking. Additionally, the role provides high-level administrative assistance, including calendar and travel coordination, meeting preparation, and logistical support, ensuring the seamless operation of leadership activities. The position requires advanced project management, organizational, and communication skills, as well as the ability to adapt and thrive in a fast-paced environment. The SPA needs to be able to work well independently and within a team, demonstrating great initiative, flexibility, and collaboration.

RESPONSIBILITIES AND TASKS

Job Responsibility 1: Family Philanthropy Services Support

45% of Time

• Support the Director of Family Philanthropy Services to manage individual and collaborative Sobrato family grantmaking.
• Oversee the Family Philanthropy Services grants administration process, including

entering grantee data, ensuring information accuracy, and enabling an efficient grant approval process for the grantee.

• Manage and track grantee reports.
• Support grant budget management and tracking of grant resources in partnership with the Director of Family Philanthropic Services.
• Partner with the grants management team to ensure effective grantmaking processes are in place and followed from start to finish, including the Foundation’s partnership with Silicon Valley Community Foundation as applicable.
• Respond to general e-mail and website inquiries about family giving and/or funding requests.
• Gather information needed to inform grant recommendations, including researching and summarizing background on prospective organizations.
• Field grant inquiries and vet partnership opportunities from external partners, family members, etc., as guided by the Director of Family Philanthropic Services.
• Support the grant recommendation process, including developing materials for family and governance meetings as needed.
• Manage special projects related to family initiatives as needed by leading and coordinating efforts to ensure they are completed efficiently.
• Support contract processes related to family initiatives by handling tasks such as drafting, reviewing, and tracking agreements to ensure accuracy, compliance, and seamless execution.

Job Responsibility 2: Sobrato Philanthropy President and Director of Strategy and Governance Support

45% of Time

• Strategically manage and coordinate the President's calendar to ensure seamless scheduling and alignment with organizational priorities.
• Oversee travel arrangements for the President, including booking accommodations and transportation to support efficient and stress-free itineraries.
• Facilitate scheduling and calendar management for internal leadership meetings, ensuring stakeholder alignment.
• Triage incoming requests to the SP President and facilitate timely resolution of inquiries.
• Document meeting proceedings by taking accurate and detailed notes, capturing takeaways and action items for key meetings.
• Proofread and compile materials for Sobrato Philanthropies Executive Committee meetings, ensuring accuracy, completeness, and timely distribution to all members.
• Organize catering services for events and meetings, tailoring arrangements to fit the occasion and attendees' needs.
• Provide logistical support for events and meetings, including venue setup, technology coordination, and communication with attendees.
• Offer hands-on, day-of-event support to ensure smooth execution and address last-minute needs.
• Conduct research projects as assigned, delivering insightful and thorough findings to inform decision-making.

Other Responsibilities as Assigned

10% of Time

QUALIFICATIONS

Education / Training

A minimum bachelor’s degree or equivalent combination of education and work experience in the philanthropic, nonprofit, education, and/or public sector is required.

Experience/Technical Skills

• 3-5 years of experience executing operations, administrative duties, and/or executive leadership support.
• Experience in nonprofits or philanthropy.
• Excellent project planning and management skills ensure deliverables are well-executed and timely.
• Advanced written and verbal communication skills to effectively interact with diverse internal and external stakeholders.
• Proficient with database software, website tools, and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Office 365 in a Mac environment; familiarity with standard office equipment and phone system.
• Demonstrates exceptional attention to detail, ensuring accuracy and precision in all tasks, including reviewing documents, managing data, and overseeing processes.
• Works well independently and within a team, demonstrating great initiative, flexibility, and collaboration.
• Ability to be proactive and constantly prioritize responsibilities in a fast-moving and rapidly changing environment.
• Experience in event planning, meeting facilitation, or convening.
• Experience using Fluxx Grants Management Software.

ORGANIZATION

Reports to: Director, Strategy and Governance

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