Program Associate

Pilot House Associates (Pilot House Associates)

Job Description

Pilot House Associates, LLC (PHA) is a family office that provides services for the Hostetter family and to the Barr Foundation, which the family established in 1998. One of the core services in support of the family is PHA Philanthropy, the vehicle for the family’s personal philanthropic activity. 


While each entity is funded by the Hostetter family, PHA is distinct from the Barr Foundation, which consists of a broader governance structure in addition to Barbara and Amos Hostetter, employs a sizeable professional staff devoted to grantmaking, and advances a set of long-term, strategic program priorities. 


PHA Philanthropy exists to advance the family’s personal philanthropic objectives. These include supporting a set of institutions aligned with the family’s objectives, advancing targeted initiatives on issues of interest to the family, and assisting the second generation of the family to engage in philanthropy. In some instances, PHA may also pursue philanthropic activity that aligns with and advances the Barr Foundation’s work. 


PHA is seeking a program associate to join a small team of PHA staff devoted to supporting family philanthropy. As of January 2022, this team includes a senior advisor who also serves as president of the Barr Foundation and devotes a small portion of his time to PHA, along with a senior program officer, a program officer for international philanthropy, and a grants manager. 


PHA Philanthropy is currently overseen by the founders of the family office. 

Program Associate
 
PHA is seeking a program associate to provide programmatic and administrative support to the family philanthropy team. This position reports to the senior program officer and collaborates with the other team members. The ideal candidate must be highly organized and self-motivated, with attention to detail and the ability to prioritize workload. Proven written, computer, and interpersonal skills to manage relationships with a broad range of people and organizations are essential. 


Key Responsibilities:
 
  • Support program staff and grants manger with data entry into grants management database.
  • Remind partners of reporting requirements; gather reports.
  • Track tax receipts and acknowledgement letters.
  • Assist with internal information requests, reports, and presentations.
  • Draft routine correspondence and proofread award letters, reports, memos, and other documents for data accuracy, spelling, and grammar.
  • Compile and prepare funding histories and background material for staff prior to site visits or meetings upon request.
  • Review and respond to requests for recognition or public acknowledgement of gifts.
  • Respond to unsolicited inquiries when appropriate.
  • Conduct due diligence as needed.
  • Work with Grants Manager on conversion of historical grants files from paper to electronic files.
  • Work with program staff and family office team to review invitations or requests for sponsorship of fundraising events (galas, walks, runs). Check on availability of founders or staff, and handle RSVPs, sponsorships, and ticket purchases. 
  • Provide other administrative support as needed.
  • Undertake special projects when necessary.
 
Qualifications:
 
  • Two or more years of full-time administrative work experience; experience in nonprofit or philanthropic organizations is preferred.
  • Proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint); familiarity with Salesforce or similar database programs is a plus.
  • Demonstrated ability to work well individually, as part of a team, and within diverse communities.
  • An orientation toward self-starting, proactive anticipation of team needs, and creative problem solving.
  • Exceptional organizational skills; demonstrated ability to handle multiple tasks simultaneously and meet deadlines.
  • Excellent written and oral communication skills.
  • A collegial spirit in sharing ideas and seeking and receiving feedback.
 

The Details


Position type: Full-time, salaried 


Reports to: Senior Program Officer 


Benefits: PHA offers an attractive benefits package including health, dental, vision and life insurance. 


Leave policies include 15 vacation days per year for new employees and a robust parental leave.  



How to Apply     
Please visit the ADP Career Center to apply for this position. Applications will be reviewed on a rolling basis.  All inquiries may be directed in confidence to Denise Gillespie, Director of Human Resources, via email at: phajobs@pilothouse.com.  


 
COVID-10 Update
This position is based in our Boston office. At this time, due to COVID-19 and out of concern for the health and safety of our employees and guests, PHA is planning to continue to work remotely for the next few weeks. As a result, this position might begin as a remote work arrangement, with a return to the office subject to those policies and procedures that will guide the office reopening.



PHA has also retained a recruiting firm to help source candidates for this important position.