Program Assistant

jobs • San Francisco, CA

4d • Onsite

About The Position

The Schmidt Family Foundation is seeking an exceptional candidate for a Program Assistant role within the Executive Office. This position will provide vital support by managing a range of administrative and events-related tasks to ensure the office operates effectively. The ideal candidate will be a team player with an excellent work ethic, a positive approach, and a willingness to help wherever necessary. The successful candidate will be organized, highly skilled at prioritizing tasks, and thrive in a fast-paced environment that requires quick and accurate results. This role requires someone who takes initiative and pays close attention to detail in all their work. The position is full-time in our downtown San Francisco office.

Requirements

• 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.
• 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.

Nice To Haves

• familiarity with Salesforce or similar tools is a plus.

Responsibilities

• Provide scheduling assistance for meetings and calls.
• Support travel coordination efforts, including booking flights, ground transportation, accommodations, and dining reservations.
• 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.
• 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.

Benefits

• a generous benefits package, the details of which will be shared during the hiring process.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level