Program Assistant job in Washington

Program Assistant, Managed Organizations (Durham, Chicago, or Washington, DC)

Detail-oriented, aspiring operations professionals who will provide critical administrative and logistical support to a diverse portfolio of nonprofit client projects

About Arabella Advisors

Arabella Advisors helps foundations, philanthropists and investors who are serious about impact achieve the greatest good with their resources. We work together across geographies on issues ranging from the social and economic advancement of women and girls, and conservation of our climate and planet, to reducing poverty and inequity in the United States and around the world. Our staff members are mission-driven and action-oriented, and have a unique combination of experience in philanthropy, business, nonprofits, government, finance, law, and other fields. We combine creative, strategic thinking with knowledge and networks developed through decades of hands-on experience. The fastest-growing philanthropic advisory firm in the nation, Arabella is also a certified B Corporation.

About the Program Assistant Position

Program Assistants on the Managed Organizations “MO” team provide operational and administrative support to Arabella’s fiscally sponsored nonprofit organizations, including the New Venture Fund, the Windward Fund, and the Hopewell Fund—all 501(c)(3) public charities—and the Sixteen Thirty Fund, a 501(c)(4). These managed organizations house new and innovative public interest projects and nonprofits -- many focused on conservation, global health, and civic engagement -- as well as coordinate collaborative initiatives between donors and administer grants programs. This type of structure is commonly referred to as fiscal sponsorship, and candidates are highly encouraged to research fiscal sponsorship prior to a first interview.

Managed Organizations team members are deeply passionate about the role that smooth, efficient back-office organizational operations play in achieving social impact. Our colleagues are experienced and skilled in areas like non-profit (c3) and (c4) compliance, budgeting and finance, human resources, technology, and project management. Program Assistants play a critical role on this growing team, providing operational and administrative support to a range of client projects.
Managed Organizations Program Assistant Essential Responsibilities
Work collaboratively with different internal and client-facing teams to provide administrative and operational support to a portfolio of fiscally sponsored charitable projects
Maintain up-to-date project data and information in various technology systems, including Salesforce and provide quality control to ensure data is entered accurately and completely
Support project financial management by pulling and formatting monthly financial reports for account manager review, reviewing vendor invoices, and submitting payment requests with accurate coding and documentation
Support grant and contract management by setting up requests for proposals, conducting due diligence, overseeing the signatory process, drafting contract and grant agreements, submitting payments for disbursement, and reviewing contractor and grantee reports
Facilitate the approval and hiring process for new employees, provide support in gathering documentation and managing data entry for processing new hires
Drafting client-facing communications for project teams including emails, memos, and status summary documents
Contribute to department-wide process improvement efforts focused on the development and implementation of more efficient processes, systems, and technology
Assist with coordinating logistics and scheduling for client and team meetings
Managed Organizations Program Assistant Profile

While it is understood that no candidate will offer every desired skill and characteristic, the following offers a detailed, aspirational view of the ideal candidate profile:

Skills and Experience
Bachelor’s degree or Associate’s degree with at least one year of relevant internship/work experience preferred
High level of computer proficiency, particularly with the Microsoft 365 Office suite
Experience or interest in philanthropy, nonprofits, foundation operations and management
Our Core Competencies
[Service Excellence] The drive to provide exceptional service to all internal and external clients and stakeholders
[Resourcefulness and Strategic Thinking] The ability to anticipate and respond to challenges (expected and unexpected) that may not have obvious answers with creativity and a solutions-oriented mindset
[Project and Task Management and Goal Achievement] The ability to effectively manage time, resources, and priorities to achieve desired project and task outcomes and strategic goals
[Collaboration and Stakeholder Management] The ability to work cooperatively and inclusively with others, cultivate positive and trusting stakeholder relationships, and generate necessary buy-in to achieve shared goals
[Diversity, Equity, and Inclusion (DEI)] The ability to create, maintain, and improve a diverse, equitable, and inclusive workplace community where Arabellans can thrive
[Communication] The ability to understand your audience and communicate productively, effectively, and inclusively
[Growth Mindset and Staff Development] The demonstration of a growth mindset and use of available resources and feedback to continually develop mastery in your role and facilitate team learning
Our Commitment to Diversity, Equity, and Inclusion (DEI)

Advancing DEI within our firm and in our work with partners is critical to our mission. To be effective partners to philanthropists, nonprofits, and communities impacted by philanthropic dollars, we need to have a highly diverse staff, a workplace where individuals are encouraged to retain their uniqueness and can feel a sense of belonging, and a nuanced understanding of the racial, ethnic, gender identity, sexual orientation, disability status, and other disparities that undergird the issues we engage in and the interactions we have with one another. For us, equity means that our staff members, our clients, and the people they serve can experience the same level of success, no matter their starting place. We expect all our employees to share this commitment, and always seek ways to improve how well we live these values. Click here to learn more about DEI at Arabella and read our official DEI statement.

Total Rewards (compensation and benefits)

This is a full-time position. We offer a competitive and holistic total rewards package that includes salary, bonus, and benefits. Our base salaries are based on a blend of similar sized organizations from different sectors, including nonprofits, foundations, and professional service firms. They are also based on local market rates and differentiated by geography.
All full-time staff are eligible for our generous benefits package on their first day of employment:
Health insurance- On average Arabella pays 86% of the medical premium, 80% of the dental premium, and 100% of the vision premium
Paid time off- 16 days’ vacation, 10 personal days, 11 company holidays (7 federal and 4 more from a list of inclusive cultural and religious holidays and your birthday), 20 hours’ volunteer leave, 8 weeks’ parental leave
401(k) retirement plan- We offer a 4% employer match on a dollar-per-dollar basis, and there is no waiting or vesting period; all funds contributed by you and Arabella are yours to keep on day 1
Reimbursements for your personal cell phone plan and fitness
Pre-tax withholding for transportation and parking
Bonus incentive opportunities
Access to professional development opportunities

Working with Us

While this position must be based in Durham, NC, Chicago, IL, or Washington, DC, please note that due to COVID-19, all Arabella Advisors' offices are closed, and we continue to temporarily work in a remote environment.
When we reopen -- currently anticipated in Summer 2022 -- we will be returning to work with a hybrid workplace strategy to ensure continued flexibility for our staff, while deepening our strong culture rooted in collaboration and in-person interactions between colleagues. It is our expectation that once we reopen, Arabellans will generally work 2-4 days per week from the office and 2-4 days at home/remotely. We will make reasonable accommodations under the guidelines of the Americans With Disabilities Act.

To center the safety and well-being of its employees, Arabella Advisors requires that any employee who is required to conduct in-person activities for their job must be fully vaccinated against COVID-19 within four weeks of their start date. This position may require candidates to be fully vaccinated against COVID-19. Accommodations may be sought and approved in accordance with the law.
We are committed to having a passion-driven, inclusive, transparent, collaborative, healthy, and fun culture. We invite you to visit our careers page to learn more.

How to Apply

We are always on the lookout for new Program Assistants and fill multiple openings over the course of the year.

If you are interested in being considered for a Program Assistant position, please submit a resume and a one-page cover letter online. The cover letter should address why you’re excited to work at Arabella and why you’re qualified for this specific job.
Arabella Advisors is an Equal Opportunity Employer committed to racial equity. If we can make the application process easier through accommodation in the recruitment process, please let us know.

We encourage you to read (or listen to) our DEI statement prior to applying. We make a particular effort to recruit people of color and members of marginalized groups to apply for open positions. Once you have applied, we welcome your feedback on how you have experienced our values around DEI in the recruitment process.

While Arabella is open to individuals from various locations applying to join our team, please note that we generally are unable to pay for relocation expenses, and all applicants must already be legally eligible to work in the United States at the time of application to be considered for this position.

We will review applications as they are received and look forward to hearing from you.