Program Assistant

Job Type

Full Time


Details: Salary is based on experience and on the Foundation’s commitment to internal equity. A generous benefits package is provided.




New York
New York
United States



The Program Assistant (PA) will provide administrative and logistical support to two Program Officers  from the Creativity and Free Expression team. Creativity & Free Expression manages the Foundation’s work to address inequality in the areas of arts and culture, media and investigative journalism and documentary film-making. The PA will manage various activities for the Program Officer(s) including meetings, calendar of appointments and work-related travel. Program Assistants help to manage the various workflows of program staff and of the program team more generally. 

The ideal candidate will be a confident and detail-oriented problem solver with exceptional organizational skills , and people skills, who is able to manage complex schedules and operate calmly in high-pressure situations.

This position is an excellent opportunity for someone looking to learn about philanthropic grant-making and gain a deeper understanding of how the arts, journalism, and film can contribute to fairer and more just societies.


Workflow and Administration:

  • Assist with Program Officers’ calendar of appointments and work-related travel, including processing expense reports
  • Assist Program Officers in responding to requests for information or other documentation from the various departments of the Foundation and from others outside of the Foundation
  • Assist in meeting management, including preparation of PowerPoint presentations, coordination of participants and attendees, documenting meetings, managing communications issues and followup
  • Proofread and edit reports, memoranda, or other programmatic materials
  • Support document management and storage in institutional document repositories
  • Manage some communication with internal collaborators, external partner organizations, and grantees which may include phone calls, emails, in-person meetings under the guidance of Program Officers
  • Undertaking basic research projects and working with Information Management staff on research tasks
  • Plan and coordinate events for Ford staff and grantees, including travel arrangements, venue management, and administrative logistics
  • Provide additional administrative support as needed to program staff on the CFE team including, but not limited to contract management, preparing expense reports, organizing information, data entry, task management

Grant-Related Administration:

  • Request administrative and support information relative to grantee proposals and grant action
  • Establish and maintain appropriate files, including virtual grant file records
  • Plan and coordinate logistics for site visits and major grantee meetings
  • Submit and track Global Travel and Learning Fund requests
  • Manage calendar appointments and group meetings
  • Maintain grantee contact information
  • Assist with grant-related inquiries, coordinating responses, and maintain correspondence control records


  • BA/BS plus a minimum of 1-2 years of relevant office experience or equivalent work experience
  • Strong commitment to promoting social justice is important
  • Demonstrated interest in and knowledge of the arts, creative and media production is important, but topic area expertise is not a requirement
  • Highly functioning administrator who is proactive and able to self-manage, prioritize work assignments across departments, problem solve, manage multiple deadlines, and represent the unit and the Foundation in any given environment
  • A team player with an ability to work in diverse teams with accountability and responsibility; ability to contribute to a positive, productive, open and supportive environment that motivates everyone to perform at their best
  • Excellent oral and written communications skills; ability to manage communications tactfully and professionally with high attention to detail and accuracy
  • Demonstrated proficiency utilizing online information resources and data tools for information retrieval and data entry; experience undertaking internet-based research.
  • Detailed knowledge of and demonstrated proficiency in the use of Microsoft Office and Google productivity applications, including Microsoft Outlook, Word, Excel, PowerPoint and Google Drive, Sheets, Docs, Slides

Alignment to Culture and Values

  • Commitment to the Foundation’s mission and core values of equity, openness, collaboration, trust, accountability and urgency
  • Personal qualities of humility, capacity for self-reflection, and a sense of humor
  • Discretion and ability to handle confidential issues
  • Action-orientated and entrepreneurial self-starter who can work well independently and in teams

Salary: Salary is based on experience and on the Foundation’s commitment to internal equity. A generous benefits package is provided. 

Equal employment opportunity and having a diverse staff are fundamental principles at The Ford Foundation, where employment and promotional opportunities are based upon individual capabilities and qualifications without regard to race, color, religion, gender, pregnancy, sexual orientation/affectional preference, age, national origin, marital status, citizenship, disability, veteran status or any other protected characteristic as established under law.  


  • Tuition Reimbursement
  • Three weeks’ paid vacation in first year of work; four weeks in subsequent years
  • Office closed the week between Christmas and New Year’s Day
  • Medical and dental benefits for employee and immediate family on first day of work
  • Professional development initiatives for growth
  • Retirement savings account with matching company contributions of up to 13%
  • Generous parental leave (maternal and paternal) during new child’s first year (born into family or adopted)
  • Subsidized lunch in on-site cafeteria

Professional Level

None specified

Minimum Education Required

No requirement

How To Apply

To apply, please apply online at: