Program Assistant

About Us 

Established in 2006 by Eric and Wendy Schmidt, the Schmidt Family Foundation works to restore a balanced relationship between people and planet. Through grantmaking and investments, the foundation partners with communities around the world in working for renewable energy, resilient food systems, healthy oceans and the protection of human rights. 

The Schmidt Family Foundation is seeking an exceptional candidate for a Program Assistant role within the Executive Office. This position will provide vital support by managing a range of administrative and events-related tasks to ensure the office operates effectively.

The ideal candidate will be a team player with an excellent work ethic, a positive approach, and a willingness to help wherever necessary. The successful candidate will be organized, highly skilled at prioritizing tasks, and thrive in a fast-paced environment that requires quick and accurate results. This role requires someone who takes initiative and pays close attention to detail in all their work. The position is full-time in our downtown San Francisco office.

• Provide scheduling assistance for meetings and calls. 
• Support travel coordination efforts, including booking flights, ground transportation, accommodations, and dining reservations. 

• Partner closely with the Senior Project Manager to manage incoming internal and external requests and communications.
• Assist with processing and management of grants and support the migration from our current grants management system to a brand new system. 
• Support grantees in uploading application and report documents to the grants management system. 
• Assist with basic administrative tasks such as preparing and submitting contracts and expense reports, maintaining records, and organizing documents. 
• Take notes (or use an AI tool to do so) during a variety of meetings. 
• Assist with special projects and one-off initiatives as they arise. 

• Assist the Project and Events Manager with tasks related to Foundation-led events, including our flagship convening, Connect, which brings together over 350 of our valued partners. 
• Support events at the San Francisco Office and various other locations both within and outside of San Francisco; duties include a wide range of tasks, such as setup, arranging furniture, breakdown, cleanup, and handling last-minute logistical errands. 
• Support submission and management of events-related contracts, invoices and expense reports. 
• Help coordinate and receive event-related deliveries to the San Francisco office. 
• Partner closely with the Project and Events Manager to respond to internal and external inquiries and requests before and during events. 
• Support program teams as needed in purchasing event-related supplies.

• A team-first mindset—you collaborate well, listen actively, and pitch in without hesitation. 
• A passion for supporting others and helping things run smoothly behind the scenes. 
• Proven ability to stay organized, prioritize, and meet deadlines, even when juggling multiple tasks. 
• Strong communication and interpersonal skills to coordinate professionally with diverse internal and external contacts, including grantees, vendors, and fellow team members; you're respectful, tactful, possess situational awareness and are trustworthy with confidential information. 
• Adaptability—you handle change with a calm, solutions-oriented mindset. 
• Interest in learning and growing within an administrative role.
• Demonstrated commitment to the Foundation’s issue areas. 
• Proficiency with Google Workspace and Microsoft Office; familiarity with Salesforce or similar tools is a plus.

• Bachelor’s degree preferred.
• 2–3 years of professional experience in an administrative, operations, or project support role. 
• Takes pride in getting the details right and finding ways to make processes better. 
• Self-starter with a strong work ethic and a willingness to do what it takes to get the job done.

This is a non-exempt position reporting to the Senior Project Manager.

How to apply

To apply, please submit the materials listed below. Please note that applications will be reviewed on a rolling basis.

• A cover letter describing your interest in and qualifications for the role 
• Your resume 
• A list of three professional references*
  • *Candidates will be notified before any references are contacted.

Commitment to diversity
The Schmidt Family Foundation is an equal opportunity employer and we strive to create an atmosphere where diversity of identity, experience, and background are welcomed, valued, and supported. We believe that diversity brings about greater results on all levels and we aim to use our resources to generate greater impact through our work. Candidates who contribute to this diversity are strongly encouraged to apply.