Program Coordinator

Mott Philanthropic seeks a full-time Program Coordinator to join an advisory firm that works with individuals and family foundations to develop effective philanthropic strategies. The program coordinator will join a small team of professionals who are responsible for working with Mott’s clients to inform their strategies and implement and oversee their grant making. Families and foundations working with Mott Philanthropic have a breadth of grant making interests, including early education, healthcare, arts, climate justice, reproductive justice, civic engagement and fiscal policy.

The Program Coordinator will contribute to a small team of program staff by scheduling meetings and conference calls, coordinating and managing meetings and events, coordinating the production of meeting documents and other materials (including basic copy editing), creating and maintaining electronic records, and updating websites. The Program Coordinator will also provide support to the Director of Programs by managing their schedule and travel, prioritizing and handling correspondence, and arranging board of directors meetings.

Applicants should be detailed-oriented and able to juggle multiple tasks in a fast-paced office environment. Prior experience in a foundation environment is not required, although prior experience working in a nonprofit organization is desired.

Reporting to the Director of Programs, this position is based in downtown Boston. Mott Philanthropic currently maintains a hybrid work environment. The position requires a three-day-per-week in-office schedule to assist with office management.

Primary Responsibilities

The primary duties and responsibilities of this position include, but are not limited to, the following areas:

• Meetings and Events—Responsible for all aspects of coordinating and managing meetings and events, including negotiating venue contracts, securing rooms and lodging, meals, travel, and audio-visual equipment; coordinating schedules; and taking notes, compiling, and copy editing meeting documents.
• Clerical Duties—Draft research materials, meeting materials, and other materials generated as part of the foundations’ regular work; assist Program Officers by copyediting materials when needed; support front-office functions, such as welcoming guests, answering the telephone, and sorting mail; support grants management functions, such as coding grants, logging new grants on client websites, organizing historic grant documents, ensure timeline processing of grants materials such as gift agreements and reports.
• Project Management—Manage complex projects and board meeting follow up, including developing work plans, taking on and assigning tasks, and monitoring progress.
• Database Management- Create and maintain databases to house contact information
• Calendar Management—Coordinate complex scheduling of meetings and calls for the director of programs, as well as for other staff and clients as needed.

Essential Skills

• Executive Level Administration – Strategically organize Director of Program’s time and calendar and prepare them for meetings.
• Organization—Maintain a large amount of information in an organized manner; have strong attention to detail.
• Communication—Create written documentation that is clear and compelling; possess copy editing skills. Must also possess the ability to communicate verbally in a polished and effective manner.
• Collaborative Approach—Work effectively in a small team environment with a primary focus on work product.
• Multi-Tasking—Manage multiple projects and tasks simultaneously and effectively.
• Discretion—Maintain the confidentiality of clients’ information and exercise good judgment in situations with many competing interests.
• Independent Judgment—Must be able to work independently with a limited amount of supervision; requires high degree of self-directed initiative, creativity and individual judgment.
• Computer Skills—Must be very familiar with the Microsoft suite of products and be comfortable working with a database.

Other Requirements

• The position requires a three day per week in-office schedule to assist with office management.
• The position requires occasional work on nights and weekends and some out-of-state travel.

Mott Philanthropic covers 90 percent of employees’ health and dental benefits. Employees receive paid holiday, sick, and vacation time.

Please forward a cover letter and resume to hr@mottphilanthropic.com. No phone calls, please.

Mott Philanthropic is an equal opportunity employer and encourages individuals from all backgrounds to apply.