Program Assistant

country: US all locations: [San Francisco, CA] commitment: Full-Time department: The Schmidt Family Foundation location: San Francisco, CA team: Executive Office Principal Duties: Administrative Support for the Executive Director and Vice President of Programs: Provide scheduling assistance for meetings and calls.  Support travel coordination efforts, including booking flights, ground transportation, accommodations, and dining reservations.  General Administrative and Grants Management Support for the Executive Director’s Office: Partner closely with the Senior Project Manager to manage incoming internal and external requests and communications. Assist with processing and management of grants and support the migration from our current grants management system to a brand new system.  Support grantees in uploading application and report documents to the grants management system.  Assist with basic administrative tasks such as preparing and submitting contracts and expense reports, maintaining records, and organizing documents.  Take notes (or use an AI tool to do so) during a variety of meetings.  Assist with special projects and one-off initiatives as they arise.  Events Support: Assist the Project and Events Manager with tasks related to Foundation-led events, including our flagship convening, Connect, which brings together over 350 of our valued partners.  Support events at the San Francisco Office and various other locations both within and outside of San Francisco; duties include a wide range of tasks, such as setup, arranging furniture, breakdown, cleanup, and handling last-minute logistical errands.  Support submission and management of events-related contracts, invoices and expense reports.  Help coordinate and receive event-related deliveries to the San Francisco office.  Partner closely with the Project and Events Manager to respond to internal and external inquiries and requests before and during events.  Support program teams as needed in purchasing event-related supplies. What We're Looking For: A team-first mindset—you collaborate well, listen actively, and pitch in without hesitation.  A passion for supporting others and helping things run smoothly behind the scenes.  Proven ability to stay organized, prioritize, and meet deadlines, even when juggling multiple tasks.  Strong communication and interpersonal skills to coordinate professionally with diverse internal and external contacts, including grantees, vendors, and fellow team members; you're respectful, tactful, possess situational awareness and are trustworthy with confidential information.  Adaptability—you handle change with a calm, solutions-oriented mindset.  Interest in learning and growing within an administrative role. Demonstrated commitment to the Foundation’s issue areas.  Proficiency with Google Workspace and Microsoft Office; familiarity with Salesforce or similar tools is a plus. Qualifications: Bachelor’s degree preferred. 2–3 years of professional experience in an administrative, operations, or project support role.  Takes pride in getting the details right and finding ways to make processes better.  Self-starter with a strong work ethic and a willingness to do what it takes to get the job done.