Greater Philadelphia Cultural Alliance

Program Operations Assistant

The William Penn Foundation is a leading American Philanthropy located in Philadelphia. With approximately $2 billion in assets and a significant annual grant budget, the Foundation is a part of the civic life in one of the country’s most important and historically significant regions. The Foundation charts a vision consistent with its enduring focus on education, the environment and the cultural vitality of Greater Philadelphia.

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.

Our team is inspired by the projects and organizations we support through our grants. We seek candidates who are equally passionate about Philadelphia and believe change can occur through collaboration, hard work, tenacity, and entrepreneurial spirit!

Come join us! The William Penn Foundation is now hiring a Program Operations Assistant. Salary is up to $45,000 dependent upon level of experience and skill alignment.

Position Summary

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 a heavy volume of pre- and post-meeting logistics, including technology needs, catering orders, meal setup and cleanup, and re-setting rooms.
Supports Foundation events and convenings, including managing attendee lists, catering orders, A/V, travel, lodging for non-local panelists, and general logistics.
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.
Gathers data, makes entries, and runs requested reports in the Foundation’s grants management system (Salesforce).
Provides daily customer service 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.

Requirements

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. While not required, Salesforce experience is preferred.
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.