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Program Assistant

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Published 18 days ago

Program Assistant, Managed Organizations (Durham, NC or Chicago, IL)

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

Please note, while this position is open in several of our office locations, we are currently prioritizing candidates in the Durham, NC area. 


About Arabella Advisors

Arabella Advisors helps foundations, philanthropists and investors who are serious about impact achieve the greatest good with their resources. We work 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.

Note, Arabella’s other client-facing team, Advisory Services, is also searching for one Assistant currently. Assistants on the Advisory team provide support for a range of strategic consulting service projects. Our colleagues on the Advisory team are experienced and skilled in areas like strategic plan development, grants management, organizational design, change management, learning and evaluation, and program management. If you are interested in pursuing a programmatic career (as opposed to operations focus) in the philanthropic or social sector and want to also or instead be considered for the Assistant, Advisory position, please let us know in your cover letter.

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
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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
  • High level of computer proficiency, particularly with the Microsoft 365 Office suite
  • Experience or interest in philanthropy, nonprofits, foundation operations and management

Core Competencies

  • Able to manage a high volume of work with efficiency: You thrive on variety and have a system for keeping tasks from slipping through the cracks. You can juggle competing demands and prioritize without sacrificing quality. You meet deadlines and have no problem asking for help, when needed.
  • Attention to detail: You notice and fix errors that others might overlook. You acknowledge when you make mistakes and turn them into learning opportunities. You leave things better than you found them.
  • Strong sense of ownership and resilience: You plan ahead and find alternative paths, when needed, to get to the finish line. You bounce back from setbacks and hold a high bar even when things are hectic.
  • Collaborative spirit: You enjoy working on diverse teams across issue areas and time zones. No task is too small for you, as long as it helps the team achieve their goal.
  • Effective communicator: You organize and share information effectively in a manner that is clear and easy to understand. You are interested in learning how to tailor communications to different audiences and welcome feedback to help you get there.

Program Assistant, Managed Organizations (Durham, NC or Chicago, IL)

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

Details at a Glance

  • Time Commitment
    Full Time Schedule

Benefits

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- Arabella will match up to 4% of your contributions. There is no waiting or vesting period; all funds 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 or Chicago, IL, please note that due to COVID-19, all Arabella Advisors' offices are closed, and we continue to temporarily work in a remote environment. We have a strong firm culture rooted in collaboration and in-person interactions between colleagues. Once our offices reopen it is our expectation that all staff will generally work from the office according to a schedule agreed upon with their supervisor. We will make reasonable accommodations under the guidelines of the Americans With Disabilities Act.

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.

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…

Location

Temporarily Remote
Work must be performed in or near Durham, NC
Associated Location
Durham, NC, USA

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.

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…

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