Program Assistant, Leadership and Social Impact

Summary

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.

• 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.

• 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.

• 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‑check with budget spreadsheets to ensure accuracy.

• 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.

• 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 coordinate social media and website updates related to program activities:
  Prepare and schedule posts using pre‑approved templates or language, upload images or stories to the website, and ensure program content is up to date on public platforms.

• Team Management & Strategic Planning:
  Support team operations, department strategy alignment, and long‑term planning.
• SLT Requests / BOD Meetings:
  Supports Senior Leadership Team (SLT) with preparation and follow‑up for board and executive meetings.
• SharePoint Management:
  Creates, maintains and organizes department files and systems for shared access.
• Home Week Coordination:
  Plans and coordinates in‑person team‑building and strategic sessions.
• Standing Meetings & Department Calendar:
  Manages scheduling, agendas, Zoom links, and consistency of recurring meetings.
• Other duties as assigned.

• Ba…