Job Description

We have a medium sized Foundation in Palo Alto seeking a Communications Program Coordinator to support the programmatic team.

This role will go through the end of 2025 and could extend.

Position is hybrid at their location in downtown Palo Alto (parking is available)

Ideal candidate has at least 4+ years of Foundation experience supporting both the programmatic teams and communications teams.

Pay is between $35-$40/hr (DOE)

We are looking for a clear, effective, and courteous communicator and efficient administrator who has confidence, and professional competency to assist the team with a variety of projects across the Foundation and externally. We value maintaining a professional work environment based on trust, respect, and collegiality.

Key Responsibilities:

Administrative Support:

• Manage calendars, schedule appointments, and coordinate meetings for the team.
• Prepare and edit correspondence, reports, presentations and meeting notes.
• Manage all travel arrangements, including booking flights, hotels, and transportation.
• Manage and process expense reports and invoices.
• Answer and direct calls/emails, take messages, and respond to inquiries.
• Organize and maintain electronic filing systems.

Communication:

• Serve as the point person for managing inbound and outbound emails and queries for the team.
• Manage information flow in a timely and accurate manner.
• Coordinate and manage communications (emails, letters, memos, presentations, Zoom/phone calls, etc.).
• Draft and respond to emails on behalf of executives or managers.
• Facilitate Zoom meetings and take notes during meetings.

Office Organization:

• Assist with the organization of office or virtual events, meetings, and other convenings.

Document Management:

• Prepare documents for meetings, including agendas, reports, and presentations.
• Manage electronic filing systems and ensure documents are organized, stored, and easy to access.
• Ensure proper document compliance, confidentiality, and record-keeping.

Project Coordination:

• Assist with organizing and supporting team projects.
• Track deadlines and deliverables for various projects.
• Coordinate resources, prepare materials, and monitor project timelines.

Financial Administration:

• Process invoices, purchase orders, and expense reports.
• Assist with budgeting and maintaining records.

Client and Customer Relations:

• Schedule and coordinate internal and external meetings and appointments.
• Assist in preparing meeting documents, agendas, proposals, or presentations, and take meeting notes.
• Ensure high-level customer service through efficient handling of queries or requests.

Data Entry & Reporting:

• Maintain accurate contact and meeting records in Salesforce.
• Enter and update data in spreadsheets, CRM systems, and databases, including Salesforce.

Skills and Qualifications:

• Communication Skills: Excellent written and verbal communication skills to interact with stakeholders at all levels.
• Organizational Skills: Well-organized, strong attention to detail, multitasking ability, and capacity to prioritize tasks effectively and track multiple projects to meet deadlines and ensure accuracy in delivery.
• Time Management: Ability to manage competing priorities, meet deadlines, and work independently.
• Tech Proficiency: Proficient with office software (e.g., Microsoft Office Suite: Word, Excel, PowerPoint, Outlook), and familiarity with office equipment (fax, printers, etc.).
• Proactive & Problem-Solving: Ability to take initiative and anticipate information needed by staff as situations and projects develop. Ability to troubleshoot and find solutions to administrative challenges.
• Confidentiality: Handling sensitive information with discretion and maintaining confidentiality.
• Advanced social media management experience

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