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