A program assistant provides clerical and planning support to a department or series of departments within a larger organization. The job description of a program assistant requires the ability to multitask, a familiarity with basic office procedures, and strong interpersonal skills.
A program assistant performs basic administrative duties such as answering phones and emails, filing, and managing schedules, while also assisting in budget oversight and event planning.
Essential Duties and Responsibilities of a Program Assistant
- Answers phones and responds to emails.
- Schedules appointments and meetings for staff.
- Maintains office calendars and sends out reminders of impending appointments.
- Makes copies.
- Types up reports and letters as requested.
- Compiles and sends bulk mailings.
- Files documents.
- Proofreads documents.
- Welcomes visitors.
- Runs miscellaneous errands for staff.
- Maintains physical and computerized office records.
- Keeps main office neat and organized.
- Attends staff meetings and takes minutes.
- Assists in overseeing the budget for routine or special events.
- Assists in planning and overseeing special events.
- Drops off bank deposits.
- Assists in preparing financial reports.
- Creates flyers, newsletters, and brochures.
- Creates Power Points and other presentations for staff.
- Makes reservations for off-site business meetings.
- Reserves conference rooms and equipment for in-office meetings and presentations.
- Acts as liaison between different departments.
- Inventories supplies and reorders as necessary.
- Distributes interoffice mail to staff.
Required Knowledge, Skills and Abilities
- Demonstrates excellent interpersonal skills.
- Exhibits ability to multitask on a regular basis.
- Pays close attention to detail.
- Is proficient in the use of Microsoft programs such as Word, Excel, and Power Point.
- Demonstrates familiarity with basic office equipment such as fax machines and intercom systems.
- Exhibits friendly and professional demeanor.
- Works well with a range of different individuals.
- Possesses excellent phone etiquette.
- Demonstrates knowledge of proper compositional practices to aid in writing and proofreading.
- Is capable of multitasking efficiently on a regular basis.
- Exhibits strong organizational skills.
- Communicates clearly, politely, and effectively.
- Demonstrates ability to think creatively to assist in special event planning and marketing.
- Is capable of leaving the office to run errands throughout the day.
- Demonstrates excellent time-management skills.
Education and Experience
- High school diploma or GED is required.
- An Associate’s Degree in Business or a related field is preferred.
- Company sponsored orientation and training required prior to start date.
- The majority of time will be spent in a temperature-controlled office setting.
- The standard 40-hour workweek with a 9-5 shift applies.
- Some overtime may be required during the planning and execution of special events.
- Some light local travel to run errands may also be required.
- Moderate physical activity such as walking, standing, and light lifting is involved in many daily activities.
- The average salary for a program assistant is between $36,000 and $45,000 per year.
- Those with advanced degrees and pervious work experience can receive up to $50,000 per year.