Program Assistant

July 19th, 2022
Program Assistant

Program Assistant

  • Full Time
  • Entry Level
Job Category: Administrative
Location: Manhattan
Job Sectors: Arts & Culture, Community Improvement, Education, Environmental, Health, Human Services, Other

Organization  The New York Community Trust (The Trust), established in 1924, is a community foundation dedicated to improving the lives of residents of New York City and its suburbs. We bring together individuals, families, foundations, and businesses to build a better community and support nonprofits that make a difference. We apply knowledge, creativity, and resources to the most challenging issues in an effort to ensure meaningful opportunities and a better quality of life for all New Yorkers, today and tomorrow (

Job Summary  The Program Assistant is a full-time member of the New York City-based competitive grantmaking program team. The Program Assistant is responsible for providing administrative and programmatic support to three program officers/director in the Thriving Communities program area, including the arts, environment, and community development (among others). The position reports to the program officers/director and assists with board meeting preparation; communicates with grantees (and potential grantees) regarding grant awards, reports, or other due diligence matters; reviews, analyzes, and summarizes grant reports; manages calendars and coordinates in-person and virtual meetings (internal and external); and provides other administrative support across the grantmaking and Trust-wide teams as needed.

The New York Community Trust follows Federal, State, and Local requirements regarding COVID-19 and other airborne diseases. The Program Assistant will work on-site at The Trust’s midtown offices and adhere to indoor workplace rules and protocols. Although The Trust has a remote work policy, the majority of the Program Assistant’s time will be in the office; this is not a virtual or remote position.

Major Duties and Responsibilities

Board meeting preparation

·         Set up grantmaking templates for program officers to write grant recommendations.

·         Enter fund sources within the board recommendations and add or modify report due dates within the grant management database system.

·         Proofread edited versions of recommendations.

·         Prepare and generate grant award letters to be sent electronically and troubleshoot should grantees have difficulty accessing and completing requested information.

 Programmatic Duties

·         Secure grantee financial, governance, and other due diligence materials and coordinate review of materials with program and finance staff.

·         Follow-up on overdue repots or other administrative details with grantees.

·         Review and analyze grantee reports.

·         Help program officers/director prepare internal research and analysis, including grant declines and result summaries.

·         Assist grantmaking staff with developing and issuing targeted requests for proposals and assist potential grantees with access to The Trust’s grantee portal.

General administrative duties

·         Manage calendars for three grantmaking staff.

·         Set up in-person, virtual, and teleconference meetings/site visits, including reserving conference rooms for on-site meetings.

·         Manage visitor protocols including adding vaccination information into building visitor system.

·         Type, edit, proofread, scan, and photocopy correspondence, grant extension or modification letters, meeting agendas, and other documents.

·         Coordinate advertising, recruiting, and interviewing of the Philanthropy Fellows program.

·         Complete payment request forms for vendors, consultants, and other expense requests.

·         Maintain postal and electronic mailing lists and mail newsletters, annual reports, and other correspondence to grantees, collaborative fund partners, and congressional representatives.

·         Order food for meetings, provide set-up and clean-up, and coordinate technology requirements.

·         Assist in Trust and department-wide events for grantees, funding partners, and/or donors.

 Physical requirements

·         This position is primarily a sedentary role.

·         This position may need to occasionally move about inside the office to liaise with internal staff, access files, office machinery, and a copy machine/printer.

·         On occasion off-site support during events and convenings may also be required.


The successful candidate is a confident and agile problem solver with strong interpersonal skills and the ability to handle several programmatic and administrative tasks simultaneously. Ideally, candidates for this position, will have:

·         A bachelor’s degree with 2 to 4 years of office assistant experience or an equivalent combination of education and experience.

·         Experience supporting a fast-paced team.

·         Strong organizational skills, including capacity to prioritize work, handle multiple tasks, support multiple supervisors, function independently, and maintain precise attention to detail

·         Ability to develop productive and professional relationships within The Trust and with external partners including grantees and other funding partners.

·         Detailed knowledge of and demonstrated proficiency in the use of office computer applications including Microsoft Word, Excel, PowerPoint, and Outlook and ability to learn and use new applications quickly, including The Trust’s proprietary grants management system.

·         Effective oral and written communication skills and ability to handle communication tactfully and professionally.

Salary and Benefits

Salary range: $60,000 to $70,000 annually.

Excellent benefits including: employer paid (partial) health insurance coverage, generous vacation and personal time off policy, employer contribution to 403-B plan, and a defined benefit pension plan.

How to apply

Please submit your resume and a cover letter explaining your interest in the position to Joan Reedy by email at [email protected] with Program Assistant [Your First Name and Your Last Name] in the subject line. No calls please.

The New York Community Trust is an equal opportunity employer and does not discriminate based on race, color, sex, age, national origin, religion, sexuality or gender identity, status as a veteran, or disability or on any other federal, state or local protected class.


The New York Community Trust

  • 909 Third Avenue, 22nd Floor
  • New York, NY 10022
  • USA
  • Phone: 2126861622

To apply for this job please visit

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