Administrative & Program Assistant Job The Home Fund

Admin Jobs, The Home Fund Jobs.

The opportunity

In an early-stage organisation, coordination is mission-critical. This role is for someone who loves bringing order to complexity, keeping people on track, and making sure partners experience us as clear, responsive, and reliable. You will protect leadership time, keep program cycles organised, and help ensure the day-to-day runs smoothly as we grow.

Reporting line

• Primary: Executive Director & Head of Programs.
• Secondary (operations tasks): Head of Finance & Operations.

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What you will do

Program administration and coordination

• Coordinate program application intake and correspondence with applicants, partners, and grantees.
• Maintain accurate tracking systems and databases for applications, decisions, contracts, and reporting.
• Schedule program touchpoints, selection panels, reviews, and learning sessions.
• Track deadlines, follow up on deliverables, and keep workflows moving.
• Support logistics for Monitoring, Evaluation, and Learning activities (coordination support rather than technical MEL work).

Administrative support

• Manage calendars and scheduling across time zones, ensuring meetings are well-organised and purposeful.
• Prepare agendas, take minutes, and track action items through to completion.
• Coordinate travel and logistics, including itineraries and practical arrangements.
• Maintain document management systems so information is easy to find, consistently named, and up to date.
• Support procurement requests and vendor coordination, ensuring paperwork and follow-through are tidy and timely.

Internal coordination and team support

• Act as a reliable coordination point between programs, finance, and leadership.
• Support preparation of donor materials, presentations, and board packs (coordination, formatting, and compiling inputs).
• Help strengthen internal systems over time by spotting gaps, improving templates, and proposing practical fixes.

What success looks like in the first 6 to 12 months

• Program cycles run smoothly because tracking is accurate, communication is prompt, and deadlines are not missed.
• Leadership time is protected through proactive scheduling, clear agendas, and strong follow-up.
• Partners and applicants experience us as responsive, organised, and professional.
• Documents and processes are consistently organised, easy to use, and reduce avoidable back-and-forth.
• The team feels supported because day-to-day coordination is steady and reliable.

Who you are

Essential

• Strong experience in administration, operations, or program coordination, ideally in a fast-moving environment.
• Excellent organisation, attention to detail, and follow-through, including comfort juggling multiple workstreams.
• Clear, professional written communication and confidence engaging external partners.
• Strong calendar management skills and comfort coordinating across time zones.
• Comfort using Google Workspace or Microsoft 365, shared drives, spreadsheets, and tracking tools.
• Discretion and reliability handling sensitive information.

Desirable

• Experience supporting grantmaking, selection processes, or donor-funded programs.
• Experience working with distributed teams and remote-first ways of working.
• Interest in movement building, LGBTQIA+ rights, and infrastructure-focused approaches to sustainability.

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How to Apply

Click here to apply