Position Announcement: Senior Program Administrator
Title: Senior Program Administrator
Business Unit: Sobrato Philanthropies
Work Schedule: Full-time, In-Office
Status: Full-time
FSLA Status: Exempt
Work Location: Castro Headquarters (Mountain View, CA)
Date Submitted: January 2025
SUMMARY
The Sobrato Organization (TSO) is a family-owned, multi-enterprise firm focused on real estate, investment, and philanthropy. For nearly seven decades, we have played a pivotal role in the emergence and growth of Silicon Valley. Starting with real estate, then branching into grantmaking, advocacy, and impact investing, we partner with communities to shape a world that is more inclusive, equitable, and sustainable.
“TSO possesses extraordinary assets, including committed owners who are passionate about our mission, an incredibly talented team of proven professionals, and an ample set of social and commercial opportunities to pursue. As CEO, my goal is to foster leadership excellence, strategic clarity, operational effectiveness and a vibrant culture. I believe we can set the gold standard of integrating mission and profit, serve as an example to others, and create an environment where amazing people can thrive.” Tony Mestres, Chief Executive Officer
JOB SUMMARY
Reporting to the Vice President, Community Impact & Systems Change, the Senior Program Administrator is a key operational and strategic role on the team, supporting planning, seamless execution of program implementation, alignment across stakeholders, team cohesion, and administrative activities of the program team. The Administrator assists the program leadership team (VP and Directors) with routine and semi-routine administrative activities in multiple strategic planning and programmatic implementation phases; program staff and broader external partner engagement; research, summary reports, and analysis.
The individual will draft correspondence, prepare meeting summaries and presentations for the senior and executive leadership teams and governance members, and communicate with grantees and other external partners. The Administrator monitors the program team’s work plans and scorecards, coordinates team meetings, supports special events, and provides the VP and director team with scheduling and administrative support.
The position requires adaptiveness, effective communication, strong planning and organizing, a proactive approach to multi-tasking, and teamwork to manage goals and execute tasks and projects. This position requires discretion, thoughtful and transparent communications, and stakeholder engagement, including governance members, staff, grantees, and community partners. The Administrator will demonstrate curiosity, humility, and eagerness to learn and be driven by the mission of Sobrato Philanthropies, excited to gain experience in philanthropy while positively impacting the community.
Responsibilities and Tasks
Job Responsibility 1: Program and Administrative Support
50% of Time:
- Manage workflows, track team goals, and coordinate deadlines to ensure deliverables are met on schedule.
- Provide administrative support to the Program team (VP and Directors), including meeting logistics, calendar management, administrative projects, research, and data entry (e.g., Fluxx. Asana).
- Assist with coordinating quarterly offsites, catering, and other logistical needs.
- Conduct research and analysis related to program focus areas (Economic Mobility, Housing Security, Educational Equity, and Climate Action), including philanthropic scans, demographic data, and grantee information.
- Support the execution and streamlining of administrative processes, including SPEC approval documents.
- Coordinate external consultants and vendors under the guidance of the Vice President.
- Serve as the initial point of contact for the Vice President, scheduling, supporting correspondence, meeting coordination and follow-up, and curating content for decision-making.
- Provide project management and administrative support for monitoring, evaluation, and learning initiatives, community engagement, and site visits.
- Coordinate learning convenings with grantees and other stakeholders.
- Support foundation-wide events, including Board meetings, learning events, and committee work.
- Contribute perspectives, relationship-building skills, and lived experiences to strengthen team culture and community engagement.
Job Responsibility 2: Communications and External Engagement
25% of Time:
- Act as the primary program-wide communications liaison with the SP Director of Governance and Strategy, including preparing meeting agendas and tracking communication-related tasks.
- Plan, develop, and coordinate content for programmatic communications (e.g., newsletters, social media, blogs, reports, announcements).
- Oversee program team’s social media engagement, partner content monitoring, and content curation in collaboration with the communications team.
- Maintain and update public-facing databases (e.g., Groupsite, Workplace, Fluxx).
- Respond to general email and website inquiries related to the programs and funding requests.
Job Responsibility 3: Team Cohesion and Internal Engagement Support
15% of Time:
- Support cross-team and cross-enterprise (Philanthropy, Real Estate, and Capital) collaboration and workflows.
- Work alongside the Vice President to develop meeting structures and content that promote strategic alignment and a strong team culture.
- Assist with content development and curation for team-building activities and staff development initiatives.
Other Responsibilities as Assigned
10% of Time:
- Coordinates special projects as assigned.
Qualifications (Know How)
Education / Training
- Minimum bachelor’s degree required or equivalent combination of education and work experience in the philanthropic, nonprofit, education, and/or public sector.
Experience/Technical Skills
- 3-5 years experience in working with Executive Leadership and governance bodies
- 3-5 years experience in philanthropy, nonprofit program implementation, and/or administrative duties.
- Demonstrated ability to manage complex workflows, juggle multiple priorities, and anticipate team needs in a dynamic environment
- Excellent written and verbal communication skills to effectively interact with diverse internal and external stakeholders.
- Proficient with database software, website tools, and Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Office 365 in a Mac environment; familiarity with standard office equipment and phone system.
- Ability to drive key deliverables effectively and efficiently.
- Ability to be proactive and constantly prioritize responsibilities in a fast-moving and rapidly changing environment.
- Works well independently and within a team, demonstrating great initiative, flexibility, and collaboration.
- Experience in event planning, meeting facilitation, or convening.
- Exercises good judgment.
Desired
- Experience using Fluxx Grants Management Software and Asana.
- Familiarity with the Bay Area nonprofit/philanthropic ecosystem.
ORGANIZATION
Reports to: Vice President, Community Impact & Systems Change
Direct Report: N/A
ALIGNMENT TO OUR MISSION, CULTURE, AND VALUES
We hire individuals who share our vision of building a better future through business and philanthropic leadership, impacting the lives of countless fellow residents of our region in a way that could be replicated in other major metropolitan regions around the country and affecting the lives of millions.
OUR MISSION AND VALUES
The Sobrato Organization’s mission is to build a more equitable and sustainable world through business and philanthropic leadership. We work to inspire current and future generations to steward family resources in service of others around the world. We have established a deep legacy in Silicon Valley that includes a commitment to community, and our values honor and promote this legacy:
Mutual Accountability: We earn trust by taking ownership of our work and honoring our commitments to each other, our partners and our communities.
Collaboration: We believe in the value of collaboration and partnership in achieving effective solutions. We treat people with respect and value the diverse experiences and perspectives of our partners, colleagues and investees.
Engagement: We recognize that lasting impact requires building deep relationships with our stakeholders and getting proximate to our communities and the work. We act with humility, respect and compassion.
Excellence: We focus on results, maintain a strong work ethic, and persist through challenges. We innovate, take risks, and embrace creativity and continuous learning.
Integrity: We endeavor to deal transparently, honestly and fairly. We strive to do what is right, especially when it is hard.
BENEFITS
- Medical, dental, and vision benefits for employees and dependents on the first of the month following the hire date
- Short and long-term disability and life insurance
- Fertility program benefits
- Comprehensive mental health benefits for employees and dependents
- Retirement savings account with matching contributions of up to 10%
- Twenty PTO days in the first year of service in addition to paid year-end closure days between Christmas and New Year’s Day
- Eleven paid holidays
- Transit commuter benefits
- Tuition assistance and professional development initiatives for growth
- Technology allowance
- Employee matching gifts program
- Generous parental leave
- Flexible and inclusive work environment
- Enjoy a professional yet comfortable work environment with our business casual dress code
- Catered lunches, healthy snacks and beverages
- Acknowledgement for exceptional work as well as important moments in the lives of those we work with
COMPENSATION TRANSPARENCY
At TSO, base pay is part of a broader compensation package and is set within a range, allowing for growth as you advance in your role. The pay range for this role is between $103,000 and $129,000.
Salary offers are determined based on various factors, including experience, education, licensure and/or certifications, internal equity, and specific business and organizational needs. TSO is fully committed to complying with California's pay transparency laws to ensure fair and equitable compensation practices.
ABOUT US
Founded by John A. Sobrato in 1979 and led by CEO Tony Mestres, The Sobrato Organization remains a family-owned firm known for integrity and dedication, with no outside investors or joint venture partners. Since 1953, the Sobrato Family has played a pivotal role in shaping Silicon Valley through its real estate development. Its office, and R&D projects comprise 7.5 million square feet, most of which are Class A, mid-rise office buildings. TSO also owns 30 apartment communities totaling 6,700 units along the West Coast. Through Sobrato Philanthropies, the firm has donated more than $379 million in cash and real estate to the Silicon Valley community. We have established a deep legacy in Silicon Valley that includes a commitment to community and our values honor and promote this legacy.
The Sobrato Organization is committed to its mission of building strong and vibrant communities where we live and do business. To achieve this, we embrace becoming a more diverse, inclusive, and equitable organization that empowers our people. Our team remains at the core of what we do. We strive to consistently lead from a space of learning and strengthening our capacity for change. We understand our responsibility to cultivate a culture of belonging, appreciation, and respect. We believe that TSO must be a place where staff feel at ease in expressing themselves honestly and openly. Advancing these important initiatives is mission-critical to our ability to maximize our impact in the world.
The Sobrato Organization is an equal-opportunity employer dedicated to building a team that represents a diversity of backgrounds, cultures, experiences, perspectives, and skills and to creating an environment and inclusion and belonging for all employees regardless of race, skin color, ethnicity, religion, gender, sexual orientation, national origin, disability, age, marital status, military status, pregnancy, or parenthood. The Sobrato Organization is expanding, and we are passionate about growing our staff with people who have diverse voices with different lived experiences.