US Program Assistant

Position Summary: The Program Assistant supports the US Program and the foundation-wide Climate and Migrant Justice initiative in project management, grants administration, and program operations. The position will operate on a hybrid model, with some in-person days in our New York City office. The ideal candidate is someone who is proactive, a problem solver, energetic, well organized and detail-oriented, and is able to multi-task, prioritize, learn quickly, and work collaboratively and independently. The ideal candidate will also possess excellent critical thinking and writing skills. The position reports to the US Program Director.

Key Responsibilities:  

Project Management and Administration (50%)  

• Project management for the US Program and the foundation-wide Climate and Migrant Justice Initiative  
• Develop and maintain project workplans using Asana and other project management tools  
• Track, monitor, and follow up on project progress and adherence to deadlines 
• Attend/debrief key meetings and events with the US Program Director and Unbound Executive Director to track follow up and revise workplans and project progress  
• Upload information, documents, tasks, and update progress in Asana, Dropbox and other project management tools  
• Coordinate contracts and invoices for US-based Direct Charitable Activities (also known as Foundation Administered Projects) 

 Grants Management (30%)

• Work with the Grants Management Team to assist with the administration of US program and climate migration grants and identify opportunities to improve Unbound’s grantmaking processes and operations  
• Track progress toward deadlines through regular meetings with US program officers and the Asana project management platform 
• Update grants management database (Fluxx) to ensure Unbound has an accurate, updated database of grantee’s information, including proposals, reports, relevant correspondence and other documents  
• Liaise with current and potential grantees, including as the initial point of contact for unsolicited proposals; for proposal follow up, report reminders, requests for payment information; and issues with Unbound’s grant management database 
• Conduct preliminary reviews of the completeness of proposals and reports, alerting US Program staff of significant issues, in consultation with the Senior Grants and Compliance Manager 
• Support the US program with preparation for US grants committee meetings, including proof-reading, circulating for review, and finalizing grant memos and other docket materials and prepare supporting meeting documents such as the docket table of contents, agenda, and minutes 

Meeting and Event Coordination (10%) 

• Support planning and execution of in-person and virtual meetings, convenings, and events  
• Support the US Program Director and Unbound Executive Director to prepare for important external meetings 
• Assist with notetaking and minutes from key meetings  
• Support the Executive Assistant in planning and executing the Annual Board Retreat (typically held in March) 

 Administrative Support (10%) 

• Provide day-to-day administrative and program support to the US program team 
• Liaise with IT support and lead on troubleshooting with new systems for the US Program  
• Perform research and assist with special projects as needed 
• Coordinate with the Director of Communications and Senior Grants and Compliance Manager to ensure US contact lists and website data are accurate and updated following each docket 
• Other administrative duties as needed  

Qualifications and Experience:  

• Strong project management skills, including excellent organizational skills and meticulous attention to detail 
• Experience working in an administrative role which involved scheduling, project management, and event coordination comparable to the level and scope of the responsibilities
• Technically proficient (including familiarity with IT systems like Microsoft software, Zoom, and Asana; familiarity with Fluxx a plus) and able to pick up and learn new IT systems 
• Demonstrated interest and commitment to Unbound Philanthropy’s mission and core values; work experience in nonprofit sector or philanthropy a plus 

Desired Competencies: 

• Demonstrates flexibility and a desire to work simultaneously on a wide range of tasks and projects, from administrative to programmatic, in a fast-paced environment  
• Good at multi-tasking and managing changing priorities and deadlines  
• Works well under pressure and enjoys taking initiative; able to prioritize tasks  
• Excellent writing and verbal skills 
• Diplomacy with colleagues at all levels and the general public  
• Ability to work independently, yet also effectively as a part of close-knit, collaborative team  

Unbound Philanthropy is an equal opportunity employer for all qualified job applicants without regard to race, color, religion, national origin, ancestry, sex, age, marital/partnership status, disability, sexual orientation, gender identity, and any other attributes protected by law. In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the United States and to complete the required employment eligibility verification document upon hire.