Use this Program Assistant job description template to attract organized and detail-oriented candidates who can support program operations, coordinate activities, and assist in administrative tasks.
A Program Assistant is a support professional who helps manage day-to-day operations of a program by providing administrative assistance, coordinating activities, and maintaining documentation. They ensure smooth workflow and effective program delivery.
A Program Assistant supports program managers and staff by handling administrative, logistical, and coordination tasks. Their key responsibilities include:
- Providing administrative support to ensure effective program operations.
- Coordinating meetings, events, and program activities.
- Managing documentation, reports, and records.
- Handling communication with participants, partners, and stakeholders.
- Assisting with data entry, tracking, and reporting.
Program Assistant Job Description Template
We are looking for a Program Assistant to support the planning, execution, and monitoring of program activities. The ideal candidate will be organized, proactive, and capable of managing multiple administrative tasks simultaneously. If you excel at coordination, communication, and documentation, we’d love to hear from you!
Roles & Responsibilities
- Provide administrative and operational support to program staff.
- Coordinate meetings, appointments, workshops, and program events.
- Prepare program materials, reports, presentations, and documentation.
- Maintain accurate records, databases, and filing systems.
- Assist with budgeting, expense tracking, and procurement.
- Respond to inquiries from participants, partners, and stakeholders.
- Support data collection, entry, and reporting activities.
- Help monitor program progress and timelines.
- Assist with communication tasks including emails, memos, and announcements.
- Collaborate with team members to ensure smooth program delivery.
Requirements & Skills
- Bachelor’s degree in Administration, Social Sciences, Communications, or related field.
- Proven experience as a Program Assistant, Administrative Assistant, or similar role.
- Strong organizational and time-management skills.
- Excellent written and verbal communication abilities.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint).
- Ability to multitask, prioritize, and meet deadlines.
- Detail-oriented with strong documentation skills.
- Ability to work both independently and as part of a team.
Who do Program Assistants report to?
Program Assistants typically report to:
- Program Manager
- Project Manager
- Director of Programs
- Administrative Manager
Post this on job boards and career pages to find professionals skilled in program coordination, communication, and documentation. Feel free to customize duties and requirements based on your organization’s needs. Similar job titles include Program Coordinator, Administrative Assistant, and Project Assistant.
How to Assess Program Assistant Skills Effectively
Candidates may list administrative or program support experience on their resumes, but assessing their actual ability to coordinate tasks, support program activities, and manage documentation before the interview is crucial. A structured Program Assistant assessment ensures you hire professionals who can enhance program efficiency and support daily operations smoothly.
Here’s how you can assess Program Assistant proficiency effectively with WeCP:
- Administrative & Organizational Skills – Test candidates on their ability to schedule meetings, manage documentation, and organize program materials efficiently.
- Communication & Coordination – Evaluate their skills in communicating with stakeholders, supporting program teams, and managing internal/external correspondence.
- Data Entry & Record Management – Assess their capability to maintain accurate records, update databases, and track program-related information.
- Problem-Solving & Task Prioritization – Check their proficiency in handling unexpected issues, prioritizing tasks, and ensuring deadlines are met.
- Technical & Software Proficiency – Ensure they can operate essential tools such as MS Office, Google Workspace, spreadsheets, and program management platforms.
With WeCP’s Program Assistant assessments, you can efficiently filter out underqualified candidates, streamline the hiring process, and ensure high-quality hires who can support program operations, boost team efficiency, and contribute to organizational success.
