Program Team Assistant ( Hybrid)

Program Team Assistant

Harvard Resource Solutions/Venteon is seeking a Program Team Assistant for our non-profit client in Troy on a temporary basis.

Hybrid schedule (Monday and Friday - Remote, Tuesday, Wednesday, Thursday - In Office)

36hr work week.

Position Summary

The Temporary PTA will help ensure continuity of essential team operations, maintain established administrative processes, and support the Managing Director and program staff with day-to-day coordination through the end of 2026. This assignment is intended to provide temporary coverage and maintain workflow during an employee leave of absence; it is not intended to assume the full responsibilities or decision-making authority of the permanent PTA position.

Key Responsibilities

The Temporary PTA will provide support in the following areas:

• Coordinate calendars, meetings, scheduling, and related logistics for the Managing Director and Human Services team.
• Support preparation and coordination of team meetings, retreats, learning sessions, partner convenings, and other program activities.
• Coordinate travel arrangements, itineraries, meeting logistics, and related administrative needs.
• Assist with processing invoices, contracts, expense documentation, sponsorships, and other routine administrative transactions in coordination with appropriate Foundation staff.
• Support grant-related administrative processes, including organizing materials, tracking deadlines, coordinating documentation, and helping ensure timely movement of routine items.
• Maintain team files, shared folders, contact lists, calendars, trackers, and other administrative systems.
• Assist with preparation, formatting, proofreading, and distribution of correspondence, agendas, presentations, meeting materials, and other documents.
• Coordinate with internal departments, including Grants Management, Finance, Talent and Human Resources, Facilities, and other program teams, as necessary to support Human Services operations.
• Help track upcoming deadlines, meetings, deliverables, and follow-up items and flag items requiring attention.
• Provide logistical and administrative support for external partners, consultants, speakers, and other guests working with the Human Services team.
• Support onboarding and administrative coordination for consultants and other temporary or project-based partners, as needed.
• Maintain appropriate discretion and confidentiality when handling sensitive information.
• Provide other temporary administrative and operational support necessary to maintain continuity of Human Services team functions during the leave period.

Desired Qualifications

The successful candidate should have:

• Experience providing administrative, executive, program, or project coordination support in a professional environment.
• Strong organizational skills and the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills.
• Strong attention to detail and follow-through.
• Experience coordinating complex calendars, meetings, travel, and events.
• Proficiency with Microsoft Office, Outlook, Teams, SharePoint/OneDrive, and related workplace technology.
• Ability to learn existing systems and processes quickly.
• Sound judgment and demonstrated ability to handle confidential or sensitive information.
• Ability to work collaboratively with colleagues at different levels of an organization and with external partners.
• Comfort working in a fast-paced environment where priorities may shift.

If you are a high performer and would like to work for an equally high performing company and you think the above opportunity is appropriate for you, we invite you to apply to this job.