POSITION DESCRIPTION:

PROGRAM ASSISTANT, INDIGENOUS COMMUNITIES PROGRAM

The 11^th Hour Project, a program of The Schmidt Family Foundation, seeks a meticulous, self-motivated, and collaborative Program Assistant to provide administrative support to the Program Director, Indigenous Communities, and the program’s grantmaking.

BACKGROUND

Established in 2006 by Wendy and Eric Schmidt, the Schmidt Family Foundation (TSFF) works to restore a balanced relationship between people and planet. The foundation pursues its mission through three innovative and thoughtful strategies: 1) the 11th Hour Project, 2) Impact Investing, and 3) Schmidt Marine Technology Partners. The Schmidt Family Foundation is a private foundation with $2 billion plus growing assets and an impact investment portfolio of approximately $160 million of assets under management.

For more information about the Schmidt Family Foundation, visit: www.tsffoundation.org.

ABOUT THE POSITION

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

The Program Assistant’s role is to provide strong and focused administrative support to the Program Director, who is a remote staff member, and a growing program team. The Program Assistant must have strong writing and critical thinking skills; be adept at setting priorities and executing a large number of administrative tasks with accuracy; possess initiative; and demonstrate reliable attention to detail. The successful candidate will enjoy supporting others, organizing and working toward the program’s annual grantmaking goals, be collaborative/relationship-oriented, and have emotional intelligence. This is an administrative position.

The Indigenous Communities Program supports Indigenous-led work that advances Indigenous communities’ self-determination and re-Indigenization. This is done through four grantmaking strategies: Lands and Waters, Narratives, Languages, and Indigenous Ways of Knowing & Being.

ESSENTIAL DUTIES AND RESPONSIBILITIES.

Programmatic Administrative Support

• Attend grantee Zoom meetings with Program Director and take notes in Program’s Google Drive
• Maintain Program’s grantee and funder files in Program’s Google Drive
• Assist grantees with technical questions re online grants and reporting database
• Prepare and complete grant documentation in online database
• Conduct initial review of grant proposals’ financial documentation
• Draft summaries of received grant proposals for Program Director’s review
• Maintain program grant workflow and budget tracking spreadsheets
• Track and maintain Salesforce grant files, including contact management
• Lead logistical planning of any grantee or Indigenous Communities-specific convenings
• Execute other special projects and activities, as assigned

General Administrative Support

• For the Program Director, Indigenous Communities:
  • Schedule a high volume of meetings across different time zones
  • Organize and respond to a high volume of email from grantees, funder colleagues, and others
  • Prepare and submit monthly and quarterly expense reports
  • Make travel arrangements, including booking flights, cars, and hotel reservations
• Assist with other administrative activities that arise

Skills and Experience Desired

• Two years experience in administrative support role
• Bachelor’s degree preferred
• Thrive in an administrative support role and enjoy process improvement and detail-oriented work
• Excellent team collaborator to work flexibly and interactively with program and grants management teams, and build supportive relationships with grantees and other external contacts
• Demonstrated aptitude for program administration
• Ability to work in a small organization with an emphasis on teamwork
• Articulate, concise 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

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!

COMPENSATION AND LOCATION

The Schmidt Family Foundation offers a competitive hourly rate of $43.26-$48.07 at the Program Assistant level and 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.

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.

Resume review begins immediately.