Program Associate

About the Role

The Hollister Group is seeking a Program Associate to support a small, collaborative team. This role is ideal for an organized, proactive administrative professional who excels at managing multiple priorities, coordinating meetings and events, producing written materials, and maintaining accurate records.

Key Responsibilities

• Coordinate day-to-day administrative support for a small team, including scheduling, meeting prep, and follow-up.
• Prepare and distribute materials for trainings, presentations, internal meetings, and external sessions.
• Send and manage meeting requests with internal and external stakeholders; track deadlines and action items.
• Provide technical support during virtual and hybrid meetings (including webinar-style sessions and breakouts).
• Take notes and produce clear, well-organized meeting minutes for board and committee meetings.
• Organize and maintain shared files and workflows using document-sharing tools (e.g., Microsoft Teams).
• Maintain and update mailing lists and contact databases, partnering with internal technical support as needed.
• Track consultant agreements and invoice activity in Excel; reconcile invoices to the correct contract/project and flag discrepancies.
• Support grant program cycles by helping prepare materials, coordinate information sessions, and organize documentation.
• Draft and schedule social media posts and assist with newsletters and external communications.
• Update website content via a content management system to ensure information stays current and accurate.
• Assist with reports, presentations, and other materials that summarize program outcomes for stakeholders.

Requirements & Tech Stack

• Prior administrative experience in a professional office environment.
• Strong Excel skills beyond the basics (comfortable building/maintaining spreadsheets and spotting formula or data issues).
• Excellent writing and editing skills; able to draft professional communications with minimal direction.
• Proficiency with Microsoft Office (Word, Excel, PowerPoint) and comfort learning new tools quickly.
• Experience supporting virtual meetings (e.g., Zoom/webinar formats) and collaborating in Microsoft Teams or similar platforms.
• High attention to detail, strong follow-through, and the ability to manage multiple deadlines.
• Ability to work independently and comfortably within a small onsite team environment.

Qualifications

• Bachelor’s degree required (Communications, Public Administration, Nonprofit Management, Business Administration, Marketing, or a related field).