Program Operations Assistant

Job Type

Full Time




United States


The William Penn Foundation is dedicated to improving the quality of life in the Greater Philadelphia region through efforts that increase educational opportunities for children from low-income families, ensure a sustainable environment, foster creativity that enhances civic life, and advance philanthropy in the Philadelphia region. Since inception, the Foundation has made nearly 10,000 grants totaling over $1.6 billion. In 2015, the Foundation made grants totaling over $100 million and held assets of over $2.3 billion.

The Foundation’s three core priorities are to:

• Increase the number of children from low-income families in Philadelphia receiving a high-quality education.

• Ensure clean water by protecting the Delaware River watershed.

• Foster a vital and diverse cultural region by investing in the health and sustainability of arts and cultural organizations and in great public spaces.

The Foundation believes that strategic grantmaking in these areas is critical to the success of the region and seeks candidates who will operate with a sense of urgency and leadership in advancing this work.

The Program Operations Assistant role is responsible for providing a wide scope of administrative support to multiple and varying teams including the scheduling of meetings and travel, preparing documents for presentation and distribution, providing telephone coverage and guest reception, setup and cleanup of meetings, and other general administrative duties as assigned.

Duties and responsibilities include but are not limited to:

• Maintains calendars for program team members on each of the Foundation’s three grantmaking teams, and provides scheduling support for Evaluation and Communications departments.

• Provides administrative support (phone, distribution of mail, letters, correspondence, filing, printing, desktop publishing, report formatting, etc.).

• Schedules and coordinates travel and accommodations for local and remote meetings with internal and external organizations. Completes paperwork associated with expense reimbursements for designated staff.

• Executes pre- and post-meeting logistics, including technology needs, catering orders, meal setup and cleanup, and re-setting rooms.

• Provide support to creation of quarterly Board books, as well as meeting logistics, as needed. Assists with research and special projects, including presentation of data using spreadsheets, graphs, or charts.

• Enters/maintains contact lists and accurate contact records in Microsoft excel and a customized Salesforce database.

• Provides daily relief and back-up support at the reception desk, including the answering of phone calls and greeting of guests, and handling some or all of the duties in the absence of the Administrative Support Specialist.

• Communicates promptly and professionally with board members, staff at all levels, and external guests. Demonstrates excellent customer service in responding to requests and inquiries.

• Occasional administrative support to Finance and HR departments.

• Performs other duties as assigned.


• Three (3) or more years of related support to executive-level personnel.

• Strong professional and interpersonal skills, sense of urgency, ownership, and desire to provide high level and creative administrative support.

• Well-developed written, proofreading, and verbal communication skills.

• Excellent organization, prioritization, judgment, and strong time management skills.

• Ability to work collaboratively across departments

• Ability to maintain confidential information.

• Strong detail orientation and follow-up skills in all facets of support.

• Ability to handle multiple priorities and deadlines.

• Must demonstrate skills of poise, diplomacy, and tact.

• A high-level of computer and software proficiency: Microsoft Office Suite including Outlook, Word, Excel and PowerPoint, Internet navigation and research, and the ability to use relational databases and other software.

• Proficient use of standard office equipment, including copiers and facsimile machines.

• Dependable, with strong work ethic and personal integrity and the ability to provide a high-level of customer service.

• Ability to work occasional earlier or later hours to support pre- and post-meetings and events.


Four (4) year degree in related field, or equivalent combination of education and experience.

Physical Demands/Work Environment

The physical demands and work environment characteristics described are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

While performing the duties of this job, the employee is regularly required to walk, bend, sit, talk, lift, or hear. The employee is regularly required to stand, walk, and use hands and arms to operate general office equipment (personal computer, telephone, file cabinet, copier, printer). The employee may occasionally lift and/or move up to ten pounds. The noise level in the work environment is usually low to moderate.


The compensation is competitive and the benefits are excellent and include medical, dental, vision, life, AD&D, disability, 403b plan, transit benefit, flexible spending accounts, tuition reimbursement and matching gifts.

Professional Level

None specified

Minimum Education Required


How To Apply

The William Penn Foundation values diversity, inclusion, and equity as matters of fairness and effectiveness. We are committed to hiring and retaining a staff that reflects the diversity of the communities we serve, fostering an inclusive working environment where staff of all backgrounds feel welcomed and engaged in the Foundation’s mission, and to promoting racial equity in our work.

The William Penn Foundation is an Equal Opportunity Employer, and encourages applications from individuals underrepresented in the philanthropic sector, including people of color, and persons with non-traditional work and educational experience. All who believe they meet the stated qualifications are invited to apply. Applications may be submitted to