Program Coordinator

Organization Overview

Mott Philanthropic is a small advisory firm that works with entrepreneurial individuals and family foundations to develop effective philanthropic strategies. Our team works with clients to maximize the impact of philanthropic investments and to implement and oversee their grant making in a breadth of interest areas, including early education, healthcare, arts, climate justice, reproductive justice, civic engagement, and fiscal policy.

Position Summary

The Program Coordinator is a full-time position reporting to the Director of Programs and supporting a small team of program staff by assisting in developing and monitoring portfolios of grantees; maintaining knowledge about areas of interest to clients and conducting research and analysis to support clients’ grant making and financial due diligence; scheduling meetings and conference calls and coordinating and managing meetings and events; coordinating the production of and drafting meeting documents and other materials (including basic copy editing); and creating and maintaining records, including budgets. The Program Coordinator also provides administrative support to the Director of Programs in addition to performing basic clerical duties.

The current portfolio focus for this role is fiscal and tax policy and civic engagement, though the Program Coordinator may be assigned to support other areas as business needs evolve and initiatives emerge.

Applicants should be detail-oriented and able to juggle multiple tasks in a fast-paced office environment.

Location

This position is based in downtown Boston. Mott Philanthropic currently maintains a hybrid work environment. The position requires a two-day per week in-office schedule: Tuesday/Wednesday in office; Monday/Thursday/Friday option to work remotely. This hybrid work schedule is reviewed regularly and subject to change based on business/operational needs.

Primary Responsibilities

The primary duties and responsibilities of this position include, but are not limited to, the following areas:

Scheduling, Meeting Coordination, and Administrative Support

• Assist Program Team by copy editing materials when needed; ensure consistency with the organization's style guide across client-facing materials
• Manage the Director of Programs’ complex schedule of meetings and calls
• Assist in all aspects of coordinating and managing client meetings and events, including serving as primary liaison to vendors during meetings and events; coordinating schedules and materials production timelines; taking notes and minutes; and drafting, compiling, and copy editing meeting documents
• Schedule and coordinate logistics for site visits, including drafting briefing materials for attendees
• Manage meeting logistics as needed, including room reservations, catering, building access, setup of conference room and technology, and other coordination and on-site arrangements
• Track and follow up on meeting notes and minutes to ensure timely review and approval
• Prepare Director of Programs for meetings by organizing and providing meeting materials
• Manage complex projects and board meeting follow up, including developing work plans, taking on and assigning tasks, and monitoring progress
• Track and support the pacing of client interactions and information flow across projects
• Coordinate logistics for grantee convenings, distinct from standard client meetings and events

Research and Grants Support

• Support research and grant making activities in fiscal and tax policy and civic engagement as a primary focus, with the flexibility to contribute across other portfolio areas including early education, healthcare, arts, climate justice, and reproductive justice, based on organizational needs
• Aggregate data from grantee reports to support ongoing portfolio monitoring
• Conduct basic analysis of portfolios and program data to inform client recommendations
• Support prospecting of new grantees through sector and organizational research
• Conduct sector-level research to maintain knowledge of relevant fields and trends
• Support data visualization for client-facing materials and reports
• Draft research materials and other materials generated as part of clients’ regular work
• Attend field meetings and convenings to stay current on sector developments and build relationships with peer organizations
• Build content knowledge across assigned portfolio areas to support informed research and client recommendations
• Support grants management functions, such as reviewing grant and report materials for completeness and adherence to funder guidelines, coding grants, logging new grants on client websites, organizing historic grant documents, ensuring timely processing of grants materials such as gift agreements and reports, and following up with grantees to ensure timely submissions
• Support the grants review process by coordinating timelines, tracking application status, and flagging items requiring follow-up
• Serve as a liaison with grants administration on behalf of program staff
• Run Financial Health Indicator (FHI) analyses on grantee financials, drawing on multi-year data such as IRS Form 990 filings or audited statements, to assess liquidity, revenue, and expense trends ahead of funding decisions

Other duties as assigned

Essential Skills, Abilities, Experience

• Subject Matter Knowledge — Experience or demonstrated interest in fiscal and tax policy and civic engagement strongly preferred. Familiarity with policy research, budget analysis, or advocacy in this area is a plus. This role supports client work and initiatives with national reach; applicants should understand the scope of work extends beyond local or regional issues. Willingness and ability to learn other portfolio areas are expected.
• Organization—Must be able to maintain a large amount of information in an organized manner; have strong attention to detail.
• Communication—Must possess copy editing skills and be able to create written documentation that is clear and compelling. Must possess the ability to communicate verbally in a polished and effective manner.
• Collaborative Approach—Must be able to work effectively in a small team environment with a primary focus on work product.
• Multi-Tasking—Must be able to manage multiple projects and tasks simultaneously and effectively.
• Professionalism and Discretion—Exceptional professionalism and ability to interact with clients in a manner that reflects the high standards of our organization. Must be able to maintain the confidentiality of clients’ information and exercise good judgment in situations with many competing interests.
• Self-Direction and Independent Judgment—Must be able to work independently with a limited amount of supervision; requires high degree of self-directed initiative, creativity, and individual judgment
• Computer Skills—Must be very familiar with the Microsoft suite of products and be comfortable working with a database.

Prior experience in a foundation environment is not required; prior experience in a nonprofit organization is preferred.

Physical Requirements

• Ability to remain stationary for extended periods of time; prolonged periods sitting at a desk and working on a computer
• Ability to view a computer screen for extended periods
• Manual dexterity sufficient to operate a computer and other office equipment for extended periods
• Ability to communicate verbally in person and by phone in a clear and effective manner
• Ability to lift up to 15 pounds

Other Requirements

• Hybrid work schedule: Tuesday/Wednesday in office; Monday/Thursday/Friday option to work remotely. This hybrid work schedule is reviewed regularly and subject to change based on business/operational needs.
• Requires occasional work on nights and weekends and some out-of-state travel for client meetings or events