Details
Position Title: Program Assistant
Reports to: Senior Program Officer
FLSA Status: Non-Exempt Salary
The Program Assistant provides administrative, logistical, and programmatic support to the Senior Program Officer and program team. This position supports the successful implementation of Eurasia Foundation’s exchange and leadership programs.
Responsibilities include coordinating program activities, supporting participant travel and logistics, processing payments and documentation, assisting with monitoring and evaluation, contributing to reports, and supporting business development and donor-related activities. The Program Assistant works closely with EF staff, program participants, consultants, vendors, and partner organizations to help ensure timely and effective program delivery.
Essential Functions and Duties
Program Support and Administration
The Program Assistant supports day-to-day program operations and helps ensure that program goals, activities, and deliverables are completed on time.
Key duties include:
- Provides administrative support for program activities, events, courses, meetings, and other program-related initiatives.
- Assists with logistics for program participants, including travel arrangements, stipends, payments, local transportation, tours, schedules, and other participant needs.
- Serves as a liaison between EF staff, program participants, consultants, vendors, and partner organizations.
- Assists with monitoring and evaluation activities, including collecting data, organizing materials, and tracking participant information.
- Prepares, organizes, and maintains program documents, forms, files, and other required paperwork.
- Reviews and helps update program documents, forms, procedures, and other materials.
- Tracks program deliverables, deadlines, and follow-up items.
- Provides general support to the Program Officer and program team as needed.
Reporting and Communications
The Program Assistant contributes to the preparation of program reports, updates, and communications.
Key duties include:
- Assists with collecting, organizing, and analyzing information for weekly, monthly, quarterly, and other program reports.
- Drafts sections of reports or program updates, as assigned.
- Helps coordinate report submissions and track deadlines.
- Provides translation or interpretation support, as appropriate.
Budget and Finance Support
The Program Assistant supports program financial administration in accordance with EF policies, procedures, and approved program budgets.
Key duties include:
- Processes invoices, stipends, reimbursements, and payment requests.
- Tracks program expenses and provides updates to the Senior Program Officer..
- Assists with collecting and reviewing expense documentation from participants, vendors, or consultants.
- Supports fiscally responsible use of program resources.
Business Development Support
The Program Assistant supports business development and organizational growth efforts, as assigned.
Key duties include:
- Conducts background research for proposals, concept notes, donor opportunities, or program development.
- Assists with drafting, editing, formatting, or organizing proposal materials.
- Supports other business development tasks as requested.
Qualifications
Education and Experience
- Bachelor’s degree in international studies, social sciences, education, public administration, or a related field strongly preferred.
- Minimum of one year of relevant experience required.
- Experience supporting international development, exchange, education, leadership, or civil society programs preferred.
- Experience living, studying, working, or traveling in cross-cultural settings strongly preferred.
Knowledge, Skills, and Abilities
- Strong written and verbal communication skills in English.
- Proficiency in Russian required, including the ability to read, write, speak, translate documents, and provide consecutive interpretation.
- Knowledge of Russian culture, civil society, or the broader regional context preferred.
- Strong cross-cultural communication skills.
- Proficiency with Microsoft Office, including Word, Excel, PowerPoint, and Outlook.
- Familiarity with social media, blogging, or content management systems preferred.
- Strong writing, research, editing, and organizational skills.
- Excellent attention to detail.
- Ability to manage multiple tasks, deadlines, and priorities.
- Ability to work both independently and as part of a team.
- Professional judgment, discretion, and a service-oriented approach.
Physical Demands and Work Environment
- This position is primarily sedentary and requires regular use of a computer, phone, printer, and other standard office equipment.
- Must be able to communicate effectively verbally and in writing.
- May require occasional local or international travel.
- May require work across different time zones, including occasional early morning or evening meetings.
- May involve light physical activity, such as lifting materials, walking, bending, or setting up for meetings and events.
To apply, you must submit a cover letter and resume as a single document.
