Program Assistant for Private Family Foundation



Program Assistant for Private Family Foundation

Employment Type:

Full time


Bellevue, WA

Application Contact:

Job Description:

About Us:
We are a private family foundation based in Bellevue, WA. Our mission is to make the world a better place by investing in organizations and programs that improve lives, strengthen communities, and empower individuals to achieve their full potential. The foundation is a small staff, very collaborative and team-oriented in nature. We expect all employees to embrace and adhere to the foundation values which include integrity, humility, curiosity, self-reliance and compassion.

Position Summary:
We are looking for a full-time Program Assistant with a commitment to mission-driven work, a passion for the details, and exceptional organizational skills to provide administrative support to all foundation staff. This position’s main priority is to ensure that routine office operations and distribution of grants are running smoothly and that all team members have what they need to do their work efficiently.

Essential Duties and Responsibilities:
Office Operations
  • Manage day to day operations of the office, including opening and distributing mail, answering main phone line and managing office supply inventory
  • Organize and maintain working, permanent and archived files (electronic and paper)
  • Maintain and distribute master calendar
  • Maintain corporate records, office process manuals and internal training materials
  • Work with accounting staff to ensure accurate processing of foundation expenses and IT staff to troubleshoot technology issues
  • Manage subscriptions, memberships, and vendor accounts
Grants Distribution
  • Process all approved grant payments
  • Maintain complete, compliant electronic and paper permanent payment records
  • Maintain, update, and back up grants management database, ensuring data integrity
  • Generate ongoing and special reports as requested
  • Track payment and reporting deadlines and notify team members
  • Correspond with grantee organizations as needed to ensure effective payment distribution
  • Conduct due diligence research on grantees as directed
  • Manage employee matching gifts program
  • Reconcile grants management database financial data with accounts payable
  • Design and implement improvements to database and other elements of the grants process
Program and Event Assistance
  • Write, edit and proofread documents
  • Schedule meetings and prepare correspondence
  • Assist with preparation of board materials and annual tax reporting
  • Coordinate details for internal and external events
  • Assist with special projects upon request
Required Competencies:
  • Bachelor’s degree with 2+ years of experience, or equivalent experience
  • Exceptional organizational and record keeping skills and ability to pay strict attention to detail
  • Strong logic, analytical and problem-solving abilities with solid understanding of data management
  • Clear, concise, and professional written and verbal communication skills
  • Excellent interpersonal skills and demonstrated ability to work effectively and respectfully with all levels of staff, foundation leadership, and external business partners
  • Ability to adhere to strict confidentiality policies
  • Ability to independently manage multiple priorities in a timely and efficient manner
  • Proficiency with MS Office; Outlook, Excel, Word
Preferred Competencies:
  • Experience in the non-profit or philanthropic sector
  • Experience with data management
Key Qualities:
  • Passion for mission-driven work with a service mindset
  • Enjoyment of detail-oriented tasks
  • Desire to take ownership of projects and comfort working with minimal supervision
  • Comfort with a varied and sometimes unpredictable workflow
  • Receptiveness to coaching and feedback
Physical Requirements:
  • Ability to lift 20 pounds
To apply, please send a cover letter and resume to We are looking to fill this position as soon as possible, and applications will be reviewed and interviews scheduled on rolling basis, so applicants are encouraged to apply early.
Apex Foundation
P.O. Box 245
Bellevue, WA, United States
Organization Profile