Torchora
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Key Responsibilities and Required Skills for Program Assistant

💰 $45,000 - $65,000

AdministrativeProgram ManagementNon-ProfitOperationsCoordination

🎯 Role Definition

As a Program Assistant, you will be the central administrative hub for one or more key programs. You'll work closely with Program Managers and Directors to facilitate daily operations, manage complex schedules, coordinate events, and communicate with diverse stakeholders. This role is critical for maintaining program momentum, ensuring deadlines are met, and supporting the team in achieving its strategic objectives. You are the go-to person who makes things happen, demonstrating resourcefulness, impeccable organization, and a can-do attitude in a fast-paced environment.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Administrative Assistant
  • Office Coordinator
  • Executive Assistant
  • Recent Graduate with relevant internship experience

Advancement To:

  • Program Coordinator
  • Associate Program Manager
  • Project Coordinator
  • Grants Administrator

Lateral Moves:

  • Operations Coordinator
  • Executive Assistant to a Senior Leader
  • Communications Assistant

Core Responsibilities

Primary Functions

  • Provide comprehensive administrative and logistical support to Program Managers, Directors, and the broader program team to ensure seamless daily operations.
  • Manage and maintain complex calendars, schedule high-level meetings across multiple time zones, and handle scheduling conflicts with professionalism and discretion.
  • Coordinate all logistical aspects of internal and external meetings, workshops, and webinars, including booking venues, arranging catering, preparing materials, and managing A/V setup.
  • Prepare, edit, and format a wide range of documents, including correspondence, reports, presentations, and meeting minutes, ensuring accuracy and a professional appearance.
  • Act as a primary point of contact for the program, professionally handling inquiries from internal staff, external partners, clients, and the general public.
  • Arrange complex domestic and international travel itineraries, including flights, accommodations, and ground transportation, and prepare detailed travel packets for team members.
  • Process and track financial documents, such as invoices, check requests, and purchase orders, ensuring compliance with organizational policies.
  • Prepare and submit accurate and timely expense reports on behalf of program staff using platforms like Concur or Expensify.
  • Develop and maintain organized digital and physical filing systems for critical program documents, contracts, and records.
  • Assist in the planning and execution of small to large-scale program events, from initial concept to post-event follow-up and evaluation.
  • Support the preparation and submission of grant proposals, reports, and other funding-related documentation by gathering information and ensuring deadlines are met.
  • Facilitate the onboarding process for new program staff, interns, and volunteers, including scheduling orientation meetings and preparing necessary materials.
  • Draft and distribute program-related communications, such as newsletters, email announcements, and updates to internal and external stakeholders.

Secondary Functions

  • Maintain and regularly update program contact lists, distribution lists, and stakeholder information in CRM or other database systems.
  • Assist with basic updates to program-related content on the organization's website or social media channels as directed.
  • Conduct preliminary background research on potential partners, industry trends, or specific topics to support program development and strategy.
  • Monitor project timelines and track key deliverables using project management tools like Asana, Trello, or Monday.com, flagging potential delays to the Program Manager.
  • Provide support in collecting, compiling, and performing basic analysis of program data for internal and external reporting requirements.
  • Order and maintain an adequate inventory of office supplies, materials, and equipment required for the program team's success.
  • Assist with the creation of compelling PowerPoint/Google Slides presentations for team meetings, board meetings, and external conferences.
  • Support the coordination of mailings and shipments, both domestic and international, ensuring proper packaging and documentation.

Required Skills & Competencies

Hard Skills (Technical)

  • Microsoft Office Suite Mastery: Advanced proficiency in Word, Excel (including basic formulas and pivot tables), PowerPoint, and Outlook (especially calendar management).
  • Google Workspace Proficiency: Expertise in using Google Docs, Sheets, Slides, Forms, and Google Calendar for collaborative work.
  • Virtual Meeting Platforms: Demonstrated experience managing and facilitating meetings on Zoom, Microsoft Teams, and/or Webex.
  • Project Management Software: Familiarity with tools like Asana, Trello, Jira, or Monday.com for tracking tasks and project progress.
  • Database Management: Experience with CRM or database systems such as Salesforce, Airtable, or similar platforms for data entry and retrieval.
  • Expense Management Systems: Hands-on experience with software like Concur, Expensify, or other corporate expense tracking tools.
  • Fast and Accurate Typing: A minimum typing speed of 50 WPM with high accuracy.

Soft Skills

  • Exceptional Organizational Skills: A natural ability to manage multiple tasks, priorities, and deadlines simultaneously without sacrificing quality.
  • Meticulous Attention to Detail: A commitment to accuracy in all tasks, from scheduling appointments to proofreading documents.
  • Proactive Problem-Solving: The ability to anticipate needs, identify potential issues, and independently develop and implement solutions.
  • Superior Communication: Excellent written and verbal communication skills, with the ability to correspond professionally with individuals at all levels.
  • Interpersonal Savvy & Teamwork: A collaborative spirit and the ability to build positive working relationships with colleagues, partners, and clients.
  • Discretion and Confidentiality: Proven ability to handle sensitive information with the utmost integrity and confidentiality.
  • Adaptability and Flexibility: The capacity to thrive in a dynamic, fast-paced environment and adjust to changing priorities with a positive attitude.
  • Resourcefulness: A "figure it out" mentality with the skill to find information and solutions efficiently.

Education & Experience

Educational Background

Minimum Education:

  • High School Diploma or GED required; Associate's Degree is a strong plus.

Preferred Education:

  • Bachelor's Degree

Relevant Fields of Study:

  • Business Administration
  • Communications
  • Public Administration
  • Liberal Arts or a field related to the organization's mission

Experience Requirements

Typical Experience Range:

  • 2-4 years of relevant administrative, project, or program support experience.

Preferred:

  • Previous experience in a non-profit, academic, or fast-paced corporate environment.
  • Demonstrated experience supporting multiple managers or a large, geographically dispersed team is highly desirable.
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