Reporting to the Senior Program Officer (SPO) and working closely with the Program Director, the PA plays a vital role in the daily operations of the program. The Program Director sets the program’s strategic direction, the SPO oversees its strategic implementation and the PA ensures its smooth, day-to-day execution.

RESPONSIBILITIES

Grants Management: Ensure the effective implementation of Arts Program strategy by managing daily operations and supporting grantee partnerships.

• Research and report on topics relevant to the program’s focus areas, including potential grantees, collaborators, partners and grantmaking best practices.
• Coordinate the grant application process, including applicant communications, due diligence (in partnership with the SPO) and first-round proposal reviews.
• In collaboration with the Grants Management team, manage communication with applicants and grantees, and monitor grants.
• Maintain accurate and up-to-date records in GivingData, including logging communications, updates and incoming email inquiries.
• Assist in drafting, reviewing and editing internal memos and presentations for board and program meetings.
• Coordinate grantmaking programs, including liaising with consultants and panelists, managing logistics and fielding applicant questions.

Budget and Accounts Payable: Support effective stewardship of Arts Program resources and maintain financial integrity in alignment with program goals.

• Coordinate budget and accounting processes for program staff, including purchasing.
• Fulfill, track and process all expenses, including honoraria, invoices and reimbursements, and manage costs within the program budget.
• Ensure accurate documentation and assist in managing vendor relationships and procurement processes.
• Track monthly operating and grantmaking budgets with guidance from the SPO.

Administrative: Support smooth and efficient day-to-day operations that enable the team to focus on strategic programmatic work.

• Manage calendars, travel and scheduling for the program and its staff.
• Manage and coordinate use of shared platforms and databases, including Asana, Airtable, HubSpot and Ironclad, and ensure accurate accuracy of data.
• Draft, edit, review and proofread contracts for consultants in consultation with the SPO and complete processes for paperwork for consultants’ payments.

Events: Deliver high-quality events that amplify the Arts Program priorities and connect grantees, partners and community stakeholders.

• Plan and manage event logistics for program-related events, meetings and site visits, including establishing contracts and developing registration materials.
• Identify and manage vendors for meeting locations, catering and lodging.
• Onboard  and offboard consultants and other external parties, manage guest lists and ensure data accuracy.
• Staff program events.

Communications: Advance the Arts Program’s visibility and support its relationships with grantees and external audiences.

• Contribute to the program’s communications strategy, including grantee engagement for social media features.
• Coordinate with the Influence & Marketing team to monitor media coverage and share content updates for social media, the website and newsletter.
• Serve as the primary point of contact for general program inquiries, grantees and consultants.

Perform other duties as assigned.

QUALIFICATIONS

·      Demonstrated experience, preferably in arts administration or the performing arts.

·      Bachelor’s degree in a relevant field.

·      Demonstrated enthusiasm and passion for the performing arts.

·      Excellent writing, editing and oral communication skills.

·      Strong organizational skills with the ability to manage multiple projects and priorities simultaneously.

·      Proven attention to detail, accuracy and follow-through on complex tasks.

·      Ability to communicate clearly and proactively across teams, including providing timely updates and status reports.

·      Strong interpersonal skills, including the ability to build trust and collaborate across internal and external stakeholders.

·      Comfortable working in a fast-paced, evolving environment, with the ability to adapt to changing priorities and take initiative.

·      Skilled in managing administrative systems, maintaining data integrity and navigating multiple digital platforms.

·      Proficiency in Microsoft Office Suite and project management tools (e.g., Asana, Airtable) required; experience with AdobePhotoshop, Ironclad, HubSpot and/or GivingData is a plus.

We recognize that not every candidate will meet every qualification listed. If you are passionate about our mission and believe you have the skills and experience to perform the essential functions of this role, we encourage you to apply.

COMPENSATION AND BENEFITS

·      Anticipated salary range is $62,000-$77,000, and the final offer will depend on experience.

·       Industry-leading benefits, including a 15% employer contribution to your 401(k), comprehensive health insurance, four weeks of paid vacation with additional paid time off, and matching gift benefits of up to $20,000 per year—all designed to support employees’ well-being, productivity and engagement.

OUR VALUES

The following values underpin everything we do in pursuit of our mission across the Doris Duke Foundation:

Integrity: We must be honest and ethical in all that we undertake. As a private foundation, we are accountable to the many stakeholders affected by our work.

Excellence: We will insist on the highest standards of performance in fulfilling our mission, will ground our work in best practices and will make decisions based on the best available information.

Openness and Imagination: We will be a listening and learning organization that is responsive to ideas and opinions from a variety of sources. We value imagination and creativity, the ability to think in new ways about the work we do and how we doit.

Collaboration: We value a collaborative and supportive environment in which to advance our mission and objectives. Creating a working environment that promotes trust, honesty and respect within our organizations is as important as earning the trust and respect of our colleagues and peers in the fields in which we work.

Diversity, Equity and Inclusion: We believe in the essential value that a diverse set of perspectives, experiences and abilities brings to the table. Our commitment to the values of diversity, equity, inclusion and social justice is an ongoing, active engagement reflected in our funding areas, grantees, museums, centers, board and staff. At the core of our work is a dedication to serving and learning from organizations and individuals addressing inequities and working toward a more just, healthy and inclusive society. (Learn more about our commitment to diversity, equity and inclusion, and how we incorporate this value into our work.)

The Doris Duke Foundation is committed to inclusive hiring and equal employment opportunity. We strongly encourage candidates of all identities, experiences, orientations and communities to apply. Our recruiting and employment practices adhere to all applicable federal, state and local laws, including the Americans with Disabilities Act. We provide reasonable accommodations for persons with disabilities.