Program Assistant, Seventh-Day Adventist Initiative (SDAI) and Events
- Job posted by Bainum Family Foundation
7735 Old Georgetown Road
Job Title: Program Assistant, SDAI and Events
FLSA Status: Non-exempt
Supervisory Responsibilities: None
Reporting to Title: Director, SDAI
The Program Assistant, SDAI and Events provides logistical, operational and administrative support to two departments: The Seventh-day Adventist Initiative (SDAI) and Events. The position requires a strong knowledge of the Bainum Family Foundation’s administrative policies and practices, as well as a working knowledge of the Seventh-day Adventist Initiative. The ideal candidate will have strong attention to detail, organizational and problem-solving skills, be customer-service oriented, and enjoy supporting the overall Foundation’s Mission and Vision. S/he will know when to act independently and when to ask clarifying questions to support programmatic efforts. Out of town travel will be required several times a year (anticipated frequency is quarterly).
This position will also provide administrative support to programs for events. In this capacity, s/he will work under the direction of the Director, Family Philanthropy and Events. A key part of the programs’ work involves convenings of our partners in addition other community outreach efforts, creating a higher volume of external events than in previous years. The Program Assistant will support all administrative aspects of these convenings, including supporting event preparation, event communication and day-of logistics.
The Foundation structures our work through a portfolio of interconnected initiatives. All staff play a role in connecting and synthesizing knowledge across teams to further the Foundations’ Mission and Vision. Therefore, this person may be assigned to any of the Foundation’s initiatives based on initiative cycles and evolving organizational needs.
ESSENTIAL DUTIES AND RESPONSIBILITIES:
General Administrative Support
- Assist the SDAI and Events teams with execution of projects related to the Foundation’s priority areas and operational initiatives.
- Establish and maintain an effective filing system including electronically (e.g., SharePoint, GIFTS); organize, prepare, scan, and upload files.
- Generate correspondence, create documents and prepare documents for processing under guidance of SDAI and Events leaders and staff.
- Research information, as requested, related to new and on-going operational initiatives and projects. Provide a summary of findings.
- Provide support in preparing and/or create various communications, reports and presentations related to the SDAI and Events work.
- Present information in a clear, concise way through written products, PowerPoint slides, or spreadsheets under guidance of SDAI and Events leaders and staff.
- Utilize project management software (e.g., Smartsheet) and tools (e.g., Gantt Charts, RACI Chart) to assist SDAI and Events team to assist with managing and tracking programmatic efforts.
- Collaborate with Grants Management team, as needed, to support contract and grants management processes and needs related to SDAI and Events partnerships.
- Collaborate with Communications team to provide timely SDAI and Events announcements and updates.
- Collaborate with the Communications team to maintain the SDAI and Events section of the Bainum Family Foundation website, CLICC and social media efforts.
- Collaborate with the Communications team to manage and update key contact lists and assist with tracking partner relationships to support and coordinate outreach.
- Provide other administrative support such as scheduling travel, filing, data entry, telephone support, and other reports (e.g., expense reports and check requests).
- Assist with other administrative duties as assigned.
Events, Trainings and Meetings Support
- Assist the SDAI and Events teams in the coordination, scheduling, preparation, and updating of materials related to Foundation-wide and program-level events and activities including:
- Schedule internal and external meetings and provide meeting support.
- Assist in coordinating and arranging logistics for SDAI and Events internal and external site visits.
- Create and maintain invitation and event attendee lists.
- Compose and send event invitations and reminders.
- Coordinate (e.g., ordering, organizing) event and training materials and supplies.
- Generate name badges and table tents.
- Support the processing of event-related vendor payments.
- Support event set up and break down.
- Coordinate and capture event-and training-related collateral (e.g, notes, pictures and/or videos) – including creating Document Sets in SharePoint – for knowledge management and record keeping purposes.
The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Equivalent combinations of work experience and training that provide the required knowledge, skills and abilities will also be considered.
- Bachelor’s degree strongly preferred.
- Minimum of 1-3 years administrative, logistical or similar experience required.
- Experience with events administration and logistics strongly preferred.
- Ability to participate in periodic out-of-town travel (approximately quarterly).
- Project management support with experience with Gantt charts, RACI charts preferred.
- Interested in non-profit and education settings.
- Knowledge and experience of working in Microsoft Applications (e.g., Word, Excel) for creating tables, formatting, etc.
- Ability to nimbly adapt and provide in-the-moment support as unexpected needs arise.
- Willingness to learn quickly; strong attention to detail.
- Must be able to read, write and speak the English language at a college level, perform mathematical calculations required for the position and learn to interpret and comprehend company policies and procedures.
- Ability to convey necessary information accurately, listen effectively, and ask questions when clarification is needed.
- Can effectively cope with change and work independently.
- Proficient collaborative, interpersonal, written and verbal communication skills.
- Ability to complete projects accurately and within deadlines.
- Readily learns and adopts new technologies that are critical to evolving business needs; is open to building new technical skills, knowledge or capabilities that can benefit business and/or personal performance.
Bainum Family Foundation offers a comprehensive benefits package including medical, dental, vision, commuter subsidy, generous 403(b) with match, gym subsidy and more!
Minimum Education Required
How To Apply
To apply, please submit your cover letter and resume to on our Career Portal.