Program Assistant, Managed Organizations (Durham, NC or Chicago, IL)

Arabella Advisors

About the organization

Arabella Advisors helps foundations, philanthropists and investors who are serious about impact achieve the greatest good with their resources. We work on issues ranging from the social and economic advancement of women and girls, and conservation of our climate and planet, to reducing poverty and inequity in the United States and around the world. Our staff members are mission-driven and action-oriented, and have a unique combination of experience in philanthropy, business, nonprofits, government, finance, law, and other fields. We combine creative, strategic thinking with knowledge and networks developed through decades of hands-on experience. The fastest-growing philanthropic advisory firm in the nation, Arabella is also a certified B Corporation.

Duties

Work collaboratively with different internal and client-facing teams to provide administrative and operational support to a portfolio of fiscally sponsored charitable projects
Maintain up-to-date project data and information in various technology systems, including Salesforce and provide quality control to ensure data is entered accurately and completely
Support project financial management by pulling and formatting monthly financial reports for account manager review, reviewing vendor invoices, and submitting payment requests with accurate coding and documentation
Support grant and contract management by setting up requests for proposals, conducting due diligence, overseeing the signatory process, drafting contract and grant agreements, submitting payments for disbursement, and reviewing contractor and grantee reports
Facilitate the approval and hiring process for new employees, provide support in gathering documentation and managing data entry for processing new hires
Drafting client-facing communications for project teams including emails, memos, and status summary documents
Contribute to department-wide process improvement efforts focused on the development and implementation of more efficient processes, systems, and technology
Assist with coordinating logistics and scheduling for client and team meetings

Qualifications

Skills and Experience
Bachelor’s degree or Associate’s degree with at least one year of relevant internship/work experience
High level of computer proficiency, particularly with the Microsoft 365 Office suite
Experience or interest in philanthropy, nonprofits, foundation operations and management
Core Competencies
Able to manage a high volume of work with efficiency: You thrive on variety and have a system for keeping tasks from slipping through the cracks. You can juggle competing demands and prioritize without sacrificing quality. You meet deadlines and have no problem asking for help, when needed.
Attention to detail: You notice and fix errors that others might overlook. You acknowledge when you make mistakes and turn them into learning opportunities. You leave things better than you found them.
Strong sense of ownership and resilience: You plan ahead and find alternative paths, when needed, to get to the finish line. You bounce back from setbacks and hold a high bar even when things are hectic.
Collaborative spirit: You enjoy working on diverse teams across issue areas and time zones. No task is too small for you, as long as it helps the team achieve their goal.
Effective communicator: You organize and share information effectively in a manner that is clear and easy to understand. You are interested in learning how to tailor communications to different audiences and welcome feedback to help you get there.

Application instructions

While this position must be based in Durham, NC or Chicago, IL, please note that due to COVID-19, all Arabella Advisors' offices are closed, and we continue to temporarily work in a remote environment. We have a strong firm culture rooted in collaboration and in-person interactions between colleagues. Once our offices reopen it is our expectation that all staff will generally work from the office according to a schedule agreed upon with their supervisor. We will make reasonable accommodations under the guidelines of the Americans With Disabilities Act.

We are committed to having a passion-driven, inclusive, transparent, collaborative, healthy, and fun culture. We invite you to visit our careers page to learn more.

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Equal Opportunity Employment

The posting employer has certified that this announcement complies with Peace Corps’ Equal Opportunity Employment policy:

The Peace Corps is committed to providing equal opportunity to all employees, Volunteers, and applicants for employment and volunteer service. Peace Corps policy prohibits discrimination and harassment because of race, color, religion, sex, national origin, age (40 or over), disability, sexual orientation, gender identity, gender expression, marital status, parental status, political affiliation, union membership, genetic information, or history of participation in the Equal Employment Opportunity process, grievance procedure, or any authorized complaint procedure.


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