Program Assistant, Leadership and Social Impact

About the role

The Program Assistant will focus on the Vital Voices Engage Fellowship directly under the supervision and guidance of Program Manager. This role will collaborate with public leaders worldwide to strengthen the capacity, influence, and effectiveness of women in public spaces as well as politics and government. They will be responsible for supporting day-to-day operations of the Engage program by coordinating logistics, administrative tasks, data tracking, communications, and event coordination. Working closely with the Program Coordinator and leadership, this role helps ensure effective program delivery, organized systems, and positive participant experiences. This position is based in Washington, DC with the option of a hybrid work schedule. We are not accepting remote candidates at this time.

Responsibilities

• Administrative & Operational Support
• Assist in scheduling and organizing program activities, meetings, and events: Coordinate calendars for internal and external stakeholders, set up Zoom or in-person meeting logistics, and send out invitations, reminders, and agendas in advance to ensure preparedness.
• Maintain program records, databases, and documentation for reporting and compliance.
• Support the preparation and distribution of program materials, agendas, and reports: Assist in formatting documents, printing or uploading materials, and distributing them to participants and staff ahead of sessions.
• Manage correspondence with participants, staff, vendors, guest speakers, and interns.
• Provide general office support, including filing, data entry, and supply management.
• Logistics & Event Coordination
• Coordinate travel arrangements, lodging, and per diem distribution for program events: Book travel (flights, trains, local transport), secure hotel rooms, confirm itineraries, and prepare per diem packages.
• Assist in securing venues, catering, and other logistical needs for meetings and training sessions.
• Help set up and break down program events, ensuring smooth execution.
• Track attendance and engagement metrics for program activities.
• Finance & Budget Support
• Process invoices, payment requests, and reimbursements for program expenses: Submit payment and procurement requests using organizational systems (e.g., Asana and vendor tracker), ensuring accuracy and timeliness with all necessary backup documentation.
• Track and reconcile program-related expenses and vendor payments: Maintain up-to-date records of all expenses incurred during events, training sessions, or program-related purchases, cross-checking with budget spreadsheets to ensure accuracy.
• Data Management & Program Evaluation (MERL)
• Collect, input, and maintain program data for tracking and evaluation purposes.
• Assist in the distribution and collection of surveys and feedback forms.
• Support the development of program impact reports through data organization and analysis: Organize data into charts or summaries.
• Communication & Outreach
• Serve as a point of contact for program participants, responding to inquiries and providing assistance.
• Assist in drafting internal and external communications, such as emails, newsletters, and announcements: Draft email copy for event reminders, participant instructions, or thank-you notes, and contribute content to newsletters or updates for broader audiences.
• Help coordi

Benefits

Additional Information

Organization Description Vital Voices Global Partnership is a leading international non-profit organization. We invest in women leaders who are tackling the world's greatest challenges - from gender-based violence to the climate crisis, economic inequities, and more. We are "venture catalysts," identifying leaders with a daring vision for change and partnering with them to make that vision a reality. What sets Vital Voices apart is that we make long-term, holistic investments in leaders with bold ideas for change - providing them connections, capacity, a network of their peers, financial support, and visibility for their work. We have provided early support for leaders who went on to become Nobel Peace Laureates, US Youth Poet Laureates, Prime Ministers, award winning innovators and breakthrough social entrepreneurs. Over the past 27 years, we have directly invested in more than 47,000 change-makers across 188 countries, who in turn have improved the lives of millions of people in their communities and countries. Vital Voices' staff is headquartered in Washington, DC. In the coming years we have a bold vision to dramatically scale our impact. In early 2022, we opened the first ever Global Headquarters for Women's Leadership, a 30,000+ sq. ft. historic building just blocks from the White House on 16th Street. It is a hub of activity, events, and collaborations - bringing together women leaders and their allies to tackle the world's greatest challenges. Mission Vital Voices invests in women leaders taking on the world's greatest challenges and accelerates collective action towards an equitable and sustainable world.

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