Program Assistant

Co-Impact - New York

01 Nov 2022

Co-Impact - New York

Administrative

Full Time

1

2 - 3 years

64000 - 64000 USD

15 Nov 2022

US East Coast time zone | Salary: US $64,000 per annum

This is a full-time, remote, non-exempt  position


Who We Are

Co-Impact is a global philanthropic collaborative that supports locally-rooted coalitions in the Global South to transform underlying systems and achieve impact at scale, with a core focus on advancing gender equality and women’s leadership. We bring together funders from around the world to invest in initiatives that are working to improve education, health, and economic opportunity for millions of women, men, and children, addressing underlying conditions that perpetuate social inequities so that systems better serve everyone. Building on our experience to date, as well as that of civil society, government, market actors, and philanthropic partners, we are now developing a second fund focused on advancing gender-equitable systems change at scale and women’s leadership globally. For more information, please visit www.co-impact.org  and take a look at our Handbook.

Co-Impact currently operates as a fiscally-sponsored project of the New Venture Fund (NVF), and we are in the process of spinning out to an independent entity. We have incorporated a new US-based nonprofit entity and are in the process of applying for public charity status. 

Where You Fit

Reporting to the Associate Director of Programs, you will provide administrative and logistical support to three senior members of the Program Team. As Program Assistant you will support the Vice President (VP), one of our Program Directors, and our Associate Director, all of whom are currently based in the United States. Their responsibilities include global team coordination and support, stewardship and support for a subset of Co-Impact’s program partners (grantees) around the world, external engagement and partnerships, team strategy and retreats, organizational management, and contributions to programmatic learning and thought-leadership. In general, 65% of the role will be devoted to supporting the VP and Associate Director; and 35% of the role will support the Program Director.

The Role

The PA will be at the heart of program teamwork, helping key ideas, partnerships, and work streams flow smoothly. Core responsibilities will include but are not limited to the following;

  • Assist three senior program team members with programmatic and administrative support such as calendar management, complex scheduling, coordination, and support for important meetings/workshops/events, collecting and organizing briefing materials in advance of key meetings, and help with expense reporting.
  • Provide VP with research and preparation support for key meetings, project management, help draft emails, documents, and presentations.
  • Support project management of the program team annual work plan, ensuring visible key points in the year; managing reminders for document review and key meetings; pulling out and organizing key information; maintenance of knowledge database; managing key milestones, and reporting requirements for grants, etc.
  • Work with other program assistants to support team coordination and project management, including maintaining the overall program team calendar, including complex program team-wide scheduling.
  • Note-take and draft meeting minutes in support of VP and program team including for program team weekly meetings and key select meetings in which you’ll accompany VP.
  • Document review, data entry, updating, proofreading, and filing key program team materials; checking documents for correct formulas, accuracy, and consistency. Support the Director and Associate Director in tracking and data-entry for the 10+ grants to Program Partners which they steward and support.
  • Support travel logistics for the three senior team members, if/when needed, including certain logistics, booking, and preparation of meetings with key stakeholders and partners.
  • Manage programmatic and administrative elements of program team retreat planning and various program-related projects and special events; support and negotiate procurement needs of the program team.
  • Actively engage in learning on program work and discussion of key ideas; write lessons and blog posts based on program work; contribute to updating Co-Impact Wiki resource for our partners.
  • Support with other administrative and overall programmatic efforts.

* Role is expected to include minimal international travel.

Who you are
You bring an abiding commitment to gender equality, inclusion, and justice. You are interested in being part of a team and organization that is working to empower Global South leaders to solve social problems at scale. You understand the critical importance of strong administrative support, organization, and logistics to the team’s ability to succeed at its mission, and find great joy and meaning in such work.


You demonstrate exceptional organizational skills and attention to detail, and a strong ability to manage multiple tasks, thrive, and continually adapt in a dynamic, fast-paced environment.  You are renowned for your positive, can-do attitude, always seek to develop pragmatic solutions vs. simply highlighting problems, and bring great empathy and understanding of both internal colleagues' and external partners’ day-to-day realities in a manner that continually guides and informs your own approach.


You possess excellent interpersonal and communication skills, strong analytical ability, a high level of personal initiative, and the ability to work well in a distributed, diverse, thoughtful, and fast-paced environment. Ideally, you bring experience managing administrative duties; prior experience working in a support role in philanthropy, international development, or other related fields is strongly valued. Candidates with meaningful prior experience in, or working with colleagues in, the region(s) of Latin America and the Caribbean, South or Southeast Asia, or Sub-Saharan Africa are strongly preferred.

Qualifications and Experience

  • Bachelor’s degree and at least two years of relevant experience.
  • Excellent computer skills, proficient in Microsoft Office and other software tools (project management software, database software, contact management systems, contract and grants management software) for managing a range of business processes.
  • Excellent listening and communication skills with sensitivity to cultural communication differences.
  • High level of self-motivation and at ease working autonomously when necessary.
  • Proactively identifies opportunities to streamline, improve and innovate effective business processes and systems.
  • Attentive to detail and ability to reliably stay on top of a range of tasks and projects.
  • Professional and diplomatic manner and disposition in interacting with donors, external partners and senior management, co-workers, and the general public; show discretion in handling confidential material.
  • Fluency in English required; fluency in a second or more languages preferred.

Required Skills

  • Organization: Exceptional, proven ability to effectively organize, prioritize, and execute with high quality on a wide breadth of tasks, from multiple supervisors, of varying timelines and priorities.
  • Decision Making: Ability to listen well, integrate gender analysis, see perspectives from different sides, making good judgments based on values and principles balancing data, experience, and risk.
  • Process Management and Results Orientation: Strong project management skills, deadline management, sense of responsibility and accountability, the ability to manage multiple responsibilities, adjust and adapt along the way.
  • Working with People: Experience contributing to and helping coordinate collaborative teams to work productively, effectively, and inclusively towards shared goals.
  • Results Orientation: Strong project management skills, deadline management, sense of responsibility and accountability, and the ability to manage multiple responsibilities.
  • Interpersonal Savvy: Great at making and fostering relationships inside and outside the organization, keen intercultural appreciation, inclusive style, comfortable around senior leaders, can represent Co-Impact well.
  • Dealing with Ambiguity: Ability to shift gears comfortably; decide and act without having the total picture; can comfortably evaluate and handle risk and uncertainty.
  • Learning Orientation: Intellectually curious; seek and work with evidence, demonstrated an openness to new ideas and a diversity of perspectives; unafraid to admit and learn from failure.
  • Strong Moral Compass: Impeccable personal ethics and integrity, kind and caring.
  • Proficiency with core business tools: Strong proficiency in Microsoft Word, Outlook, Powerpoint, and Excel required, proficiency in Slack preferred.
  • Communications: Exceptional ability to write and communicate ideas concisely and with clarity. Excellent oral communication skills, including the ability to work effectively in a multicultural environment.
  • Global Flexibility: Given the global nature of the organization working across time zones, a willingness to be flexible with working hours, work remotely and periodically undertake international travel (once COVID permits).
  • Perspective: Sense of humor and ability not to take oneself too seriously

Compensation and Benefits

Co-Impact’s compensation philosophy is guided by the following three principles:

  • Equity and Fairness: Our approach to compensation and benefits is designed to ensure that our global team is treated equitably regardless of location and without regard to gender, race, or nationality.
  • Transparency: We want Co-Impact’s employees to understand our salary structure and to feel confident that they are paid equitably, and potential job applicants to have an understanding of how the role for which they are applying will be compensated.
  • Accountability: As stewards of the philanthropic resources entrusted to us so that we are able to support our program partners, we are accountable to our donors and our board, to our staff, and to the general public.

In accordance with that philosophy, we include the salary for each position in our job postings; to ensure equity within the organization and for all candidates, we will not negotiate salary or benefits. The salary for this role is USD $64,000 per year plus a comprehensive benefits package that includes 100% employer-paid health, dental, and vision insurance, 6% employer contribution to 401k (3% as a direct contribution, 3% matching employee contributions), pre-tax transportation benefits, and paid holidays, vacation, sick, and volunteer time off. In the U.S, the position is non-exempt for overtime purposes.

This position is full-time. Successful candidates must have US work authorization.

Application Details

We encourage you to apply early. We will begin reviewing applications on September 20, 2022, and close the position once we have established a robust shortlist. Please apply online here by submitting a resume together with a one-page cover letter. In your cover letter, please confirm that you are authorized to live and work in the United States. 

Because we are a small team, we regret that we can only respond to applicants selected for an interview. We also regret that we are unable to participate in informational calls prior to interviews. Thank you for your understanding.

COVID-19 Policy

To center the safety and well-being of its employees, New Venture Fund requires that any employee who is required to conduct in-person activities for their job must be fully vaccinated against COVID-19 within four weeks of their start date.  This position may require candidates to be fully vaccinated against COVID-19. Accommodations may be sought and approved in accordance with the law by contacting human resources at HR@newventurefund.org.

New Venture Fund Careers

Co-Impact is a project of the New Venture Fund, a 501(c)(3) public charity that incubates new and innovative public-interest projects and grant-making programs. The New Venture Fund is committed to attracting, developing, and retaining exceptional people, and to creating a work environment that is dynamic, rewarding, and enables each of us to realize our potential. The New Venture Fund's work environment is safe and open to all employees and partners, respecting the full spectrum of race, color, religious creed, sex, gender identity, sexual orientation, national origin, political affiliation, ancestry, age, disability, genetic information, veteran status, and all other classifications protected by law in the locality and/or state in which you are working.

Co-Impact team members hired in the U.S. are employed directly by NVF. Team members hired elsewhere are employed through a Professional Employment Organization (PEO) engaged by NVF. Hiring arrangements are subject to change as Co-Impact spins out from NVF at the end of the year. Co-Impact will work with relevant experts and team members to ensure the transition has minimal impact on the initially agreed employment terms.