ABOUT THE POSITION:

The 11th Hour Project is looking for an exceptional candidate to join the Indigenous Communities Program, reporting to the Indigenous Communities Program Director for The 11th Hour Project.

The Indigenous Communities Program supports Indigenous-led work that advances Indigenous communities’ self-determination and re-Indigenization. We do this through four strategies: Land and Waters, Narratives, Languages, and Indigenous Ways of Knowing & Being. The Program Assistant will act as one of the Indigenous Communities Program’s first points of contact for grantees, the foundation community, and others with a demeanor of warmth, service, diligence, and effectiveness. Ideally, the Program Assistant will have familiarity living in and/or working with Tribal communities and cultures.

The Program Assistant provides focused and reliable administrative support to the Program Director, who is a remote staff member. The Program Assistant will: compose and respond to email and other written correspondence, schedule calls and meetings, maintain a program calendar, track the program’s budget and grant-making, process grants and reports for the Director’s review, and complete Director’s monthly expense reports. The Program Assistant will help to coordinate the program and selected grantees’ participation in a foundation-wide gathering that occurs every other year and other projects, as assigned.

The Program Assistant must have a strong work ethic, be skilled at setting priorities, possess initiative, and demonstrate attention to detail. The successful candidate will be collaborative/relationship-oriented, organized, and have emotional intelligence. This is an administrative track position.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Programmatic Administrative Support
• Draft summaries of proposed grants to enter into database
• Prepare and complete grant documentation
• Maintain program budget and grant workflow spreadsheets
• Support grantees in uploading application and report documents to the Salesforce system
• Track and maintain grant files, including contact management and evaluations and metrics reporting
• Lead logistical planning of any grantee or Indigenous Communities-specific convenings
• Execute other special projects and activities, as assigned

General Administrative Support:

• Assist the Director, Indigenous Communities Program, to schedule meetings and phone calls across different time zones
• Organize and respond to email
• Prepare and submit expense reports
• Make travel arrangements, including booking flights, cars, and hotel or restaurant reservations
• Assist with other administrative activities that might arise

Skills and Experience Desired:

• Excellent team collaborator to work flexibly and interactively with grants management and program teams, and build strong working relationships with key external stakeholders.
• Thrive in an administrative support role and enjoy process improvement and detail-oriented work
• Demonstrated aptitude for administrative and program administration
• Ability to work in a small organization with an emphasis on teamwork
• Articulate writer and polite and professional communication style via phone, e-mail, and Zoom
• Ability to understand organizational structure and work through administrative systems with a keen attention to detail
• Ability to be flexible and forward-thinking to envision and enact solutions
• Ability to work on a range of projects, prioritize tasks, manage time effectively and meet deadlines
• Fluency in MS Office, Google Docs, and Salesforce or other online databases strongly preferred
• Bachelor's degree preferred

The Program Assistant level has a generous benefits package, which will be shared during the process. The position is based in the San Francisco Bay Area, with a hybrid in office/remote model. The ideal candidate will be already located in the Bay Area or willing to relocate.

$43.26 - $48.07 an hour. This is a non-exempt position.

Don’t exactly fit the description? Research shows that certain demographics, especially women and other marginalized groups, tend to only apply for a job when they meet all the criteria. If this role sounds like a great fit for you but you don’t meet every item on the description, we’d encourage you to apply anyway!

HOW TO APPLY:

HOW TO APPLY
To apply, submit a cover letter describing your qualifications as they relate to the Program Assistant role, a resume, and a list of three professional references (candidates will be notified in advance of any outreach to your references) on or before 5:00 PM PST on Friday, November 1, 2024.

The Schmidt Family Foundation (TSFF) is an equal opportunity employer and we strive to create an atmosphere where diversity of identity, experience, and background are welcomed, valued, and supported. We believe that diversity brings about greater results on all levels and we aim to use our resources to generate greater impact through our work. Candidates who contribute to this diversity are strongly encouraged to apply.