Job  Board

EXECUTIVE SUMMARY

The William and Flora Hewlett Foundation is a nonpartisan, global philanthropy committed to helping people, communities, and the planet flourish. With assets of approximately $14 billion and annual grantmaking exceeding $600 million, Hewlett supports long-term, trust-based partnerships across the U.S. and globally.

The Foundation is seeking a Program Associate (Cross-Foundation) to join its Grants Management team. This role provides flexible, high-quality grantmaking and operational support across program teams, stepping in during periods of transition, leave, and high-volume work to ensure continuity.

In partnership with Program Officers and operations staff, the Program Associate will manage grants, coordinate workflows, and support time-sensitive priorities across multiple teams. The role offers broad exposure to Hewlett’s program areas and the opportunity to build expertise in grantmaking systems and cross-team collaboration.

This position is based in Menlo Park, California, with a hybrid schedule of 2–3 days per week in the office. The salary range for this role is $105,000 - $115,000, with a comprehensive benefits package.

THE OPPORTUNITY: PROGRAM ASSOCIATE (CROSS-FOUNDATION)

Reporting to the Director of Grants Management, Hannah Kahn, the Program Associate (Cross-Foundation) will provide high-quality operational and programmatic support across multiple program teams (approximately 80% of the role) while also contributing to the Grants Management team's priorities and projects (approximately 20% of the role).

This position is designed to flex across program teams based on evolving needs. Assignments may range from short-term support for time-sensitive projects to longer-term coverage during staff transitions or periods of increased demand. Program assignments will be determined and prioritized by the Director of Grants Management based on program needs and the Program Associate’s availability.

Because this role works across diverse program areas, the Program Associate will gain unique visibility into how different teams operate. Over time, they will use this cross-program perspective to identify recurring challenges, operational gaps, and opportunities to strengthen consistency and efficiency in grantmaking and program operations. These insights will be shared with the Grants Management team to support continuous improvement in grantmaking and program operations across the Foundation.

In addition to their program-facing responsibilities, the Program Associate will be an active member of the Grants Management team, participating in team meetings and retreats and contributing to shared projects and day-to-day operations.

This position is well-suited for someone who thrives in dynamic environments, enjoys moving between teams and priorities, and takes ownership of program administration and grants management work. The Program Associate will support teams in meeting deadlines, improving workflows, and ensuring accurate, timely grantmaking, bringing strong attention to detail, sound judgment, and a problem-solving mindset to each assignment.

ESSENTIAL DUTIES & RESPONSIBILITIES

Program Support (80%)

1. Provide operational support across multiple program teams, including coverage during staff transitions and additional capacity during high-volume periods.
2. Manage grants across the grant lifecycle, from proposal and application through reporting and closeout, including overseeing accurate entry and maintenance of data in the grants management system (GMS).
3. Implement processes to coordinate and track grant-related communications, timelines, and documentation across programs; ensure adherence to reporting requirements and deadlines.
4. Built and maintain working knowledge of legal compliance and risk management considerations; partner closely with Grants Management, Finance, Communications, and Legal to address and resolve issues.
5. Prepare consulting agreements and serve as a point of contact for consultants, including supporting invoice processing and related administrative workflows.
6. Partner with Program Officers to effectively prioritize workload and triage deliverables to meet competing deadlines.

 Grants Management Support (20%)

1. As needed, support grant review and compliance for the Grants Management team, including reviewing proposal materials, GMS records, and grant reports.
2. Assist in preparing and reviewing docket materials, ensuring accuracy in formatting, sequencing, grant amounts, and summary information.
3. Support communication with grantees regarding grant processing, reporting timelines, and required materials.
4. Track grant budgets, spending, pacing, and internal timelines in collaboration with program teams and Grants Management.
5. Provide supplemental administrative and grantmaking support to program teams during periods of increased workload, staff transitions, or project-specific needs.
6. Identify patterns in operational challenges or process gaps encountered during assignments and elevate insights to the Grants Management team to support continuous improvement.

WHO YOU ARE

You are a highly organized, detail-oriented professional who takes pride in executing complex work with accuracy, responsiveness, and care. Comfortable working within systems and processes, you support the smooth coordination of complex, mission-driven work behind the scenes and quickly build context across teams. You are energized by managing multiple priorities, meeting deadlines, and ensuring work is completed efficiently and accurately. You bring a strong sense of ownership, a service-oriented mindset, and a willingness to step in as needed to support shared goals.

You will also bring:

1. Excellent administrative and project management skills, including the ability to plan and manage projects both independently and in collaboration with colleagues.
2. Strong organizational skills and attention to detail, with the ability to manage multiple priorities, meet tight deadlines, and track complex workflows.
3. Flexibility and willingness to work across a wide range of teams, work styles, and issue areas.
4. A collaborative, service-oriented approach, with the ability to contribute effectively as a member of a team and deliver high-quality philanthropic support in a clear, efficient, and collegial manner.
5. Strong oral and written communication skills.
6. Experience in budget management or financial coordination.
7. Advanced proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint) and Adobe; experience with Salesforce is a plus.
8. Experience working with web-based document management tools and a willingness to learn and use new systems for program support.
9. Proficiency with problem solving, analysis, and applying an appropriate level of judgment.
10. Experience with grants processing, grantmaking operations, or analogous systems (e.g., nonprofit development or database management) preferred but not required.
11. Experience with grants compliance in the U.S. context preferred but not required.
12. A commitment to diversity, equity, and inclusion.
13. A positive attitude, sense of humor, and a commitment to contributing to a collegial and supportive work environment.
14. Bachelor’s or Associate’s degree (or equivalent work experience) desired.

PHYSICAL DEMANDS & WORK ENVIRONMENT

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The position is b...