PATH is seeking a Program Assistant who will support the Fleming Fund technical team. Specifically, the Program Assistant will provide administrative and specialized support to the Fleming Fund team.

Responsibilities:

• Prepare and coordinate the production and distribution of complex documents and reports.
• Provide general administrative support to maintain coordinated and organized team logistics.
• Provide meeting planning and logistics activities: may include scheduling internal and external meetings, workshops, and other events as necessary, as well as coordinating event-related logistics, maintaining database on project contracts and drafting meeting notes and coordinating review, distribution and filing.
• Assist Fleming staff with travel planning arrangements and post-travel reimbursements, including cheque requests, meal conference forms, etc.
• Coordinate procurement of both services and supplies and working closely with the procurement and operations team to manage vendors and suppliers.
• In consultation with relevant staff, plan and coordinate the production and distribution of monthly activity reports and other communications materials as requested.
• Work with the Project Administrators (PADMs) to provide support with financial engagements for Fleming.
• Maintain the electronic and paper filing systems to ensure information is readily and easily accessible. This will include regular updates of assigned email distribution lists.
• Draft, edit, format, fact-check, and proofread a variety of documents and enter data using Word, Excel, and other software.
• Assist with and complex schedule coordination and scheduling teleconferences across multiple time zones.
• Utilize Microsoft Outlook calendars to coordinate complex scheduling tasks.
• Maintain project records, electronic files, and other resources on behalf of team members.
• Assist with communicating project updates to stakeholders and external parties through newsletters and social media.

Required Skills and Experience:

• Degree in Management, Business Administration, or related field with at least a minimum of 3 years experience directly related administrative and program support experience.
• Advanced Microsoft Office skills, especially Outlook, Word, Excel, and PowerPoint.
• Basic research skills.
• Excellent interpersonal and communication skills.
• Ability to work with multiple teams across diverse background.
• Well organized and adaptable to handling multiple and changing priorities.
• Effective in time management and working under deadlines.
• Proven ability to work in a team environment with minimal supervision.
• Fluency in English, including excellent written and oral communication skills.
• Demonstrated prior experience supporting large meetings and managing multi-country travel planning as well as working with multiple vendors is an added advantage.
• Experience coordinating calendars, organizing workshops, creating workback schedules, managing timelines.
• Strong critical thinking skills and ability to anticipate and forecast needs and requests of directors and department with limited information and context and address proactively.
• Proven ability to take initiative, learn quickly, anticipate needs and challenges, and find solutions.
• Demonstrated success working with all levels of internal and external stakeholders.
• Demonstrate competency in multiple areas, including strong organization skills, attention to detail, and ability to prioritize many competing tasks of the directors, teams, and own current assignments appropriately, effectively, and efficiently.
• Ability to multitask and manage multiple priorities across complex projects.
• Proficiency with virtual meeting and communication tools and experience working with cloud-based collaboration tools including Microsoft Teams, Smartsheet, Salesforce, and SharePoint.