Program Assistant Jobs

About The Position

Requirements

• Minimum 3 years of professional experience.
• Hands-on experience in program coordination, supporting initiative implementation, or engaging diverse stakeholders.
• Background in NGO, nonprofit, or international development environments is valued.
• Fluent in English and Spanish (spoken and written).
• Proficiency in Microsoft Office (Excel, Word, PowerPoint).
• Familiarity with data management or grant management systems is an advantage.

Nice To Haves

• Prior experience in international NGOs, global health, or multi-country program environments is a strong differentiator.
• Experience working with international NGOs, global health programs, or multi-country operations in Latin America.
• Familiarity with grant management processes, program reporting cycles, or donor compliance frameworks.
• Experience with patient data systems or program management platforms (e.g., Salesforce, Asana, or similar).
• Experience in global health programs or surgical care delivery will be considered a plus.
• Candidates based in Quito, Ecuador are preferred for this position.

Responsibilities

• Maintain and analyze program data across the region to monitor performance, partner compliance, and program impact.
• Support the preparation of internal reports and presentations for decision-making and donor communications.
• Conduct periodic data audits in Smile Train Express (STX) and other systems to ensure accuracy and completeness of program records.
• Support Program Managers in day-to-day regional operations and the execution of grants, contracts, and partner initiatives.
• Handle routine inquiries from partners and patients, ensuring timely and professional follow-up.
• Help onboard and train partners on Smile Train’s program systems and tools, including STX and Fluxx.
• Document operational processes and maintain shared resources to support team continuity and institutional memory.
• Assist with cost comparisons, purchase orders, vendor engagement, and tracking of equipment deliveries across the region.
• Organize internal documents and keep shared resources up to date.
• Take notes during key meetings and support the preparation of presentations, summaries, and follow-up materials.
• Support the planning and execution of events, trainings, site visits, and partner meetings across the region.
• Coordinate logistics including travel, accommodations, venues, and vendor communications.
• When requested, support the communications and education teams by collecting and organizing program content (photos, videos, patient stories) and helping manage digital assets.

Benefits

• Meaningful Work – Be part of work that creates meaningful, lasting impact — changing the world one smile at a time.
• We’ve Got You Covered – Enjoy a generous stipend towards medical expenses to help prioritize the health of you and your family.
• Rest and Recharge - Enjoy a generous vacation package, paid holidays, and sick time so you can rest, recharge, and return feeling your best.
• Family Matters - We support employees through life’s most important moments with paid parental leave, giving you time and flexibility for the people who matter most.
• Learn and Grow - Take advantage of an annual professional development stipend and opportunities to expand your skills and continue learning.
• Work Your Way – Thrive with a remote work model built for connection, balance, and impact.
• Travel the World – See our impact firsthand while partnering with global colleagues and programs through opportunities for domestic and international travel.