Selection process developed by matteria

You have until May 2nd, 2025, to apply.

Location and Work Mode

Caribbean and the Americas - Remote

Who we are

Panta Rhea Foundation, founded in 2001 as a progressive family foundation, supports grassroots social movements who are building power and regenerating nature, so that our planet and people can flourish across generations. Our approach reflects a deepening focus on the dynamic, intersectional efforts of communities across the Americas and Caribbean, primarily Afro-descendant and Indigenous peoples.

We approach our work as collaborators with grantee partners, fellow funders, and donors, acting in global solidarity with movements for collective liberation. We are inspired by what’s possible when we act courageously and creatively to cultivate justice and the resilience of people and the planet, leveraging resources and our collective impact. We strive to be a supportive, non-extractive resource hub, offering streamlined proposal processes and reporting requirements and our direct engagement as allies in the work as a proxy to formal reporting to lift the burden on our partners.

With a historical focus on grantmaking in the United States and a sister foundation in Germany and grantee partners across the Americas and Caribbean, we are increasingly leaning into global impact.

Our impact

 We imagine a world where people are in right relationship with each other and nature. We aim to:
• Build a world where Afro-descendant, Indigenous, and other frontline communities enjoy dignity and self-determination.
• Cultivate global solidarity and reciprocity for our partners’ communities
• Ensure communities have voice, power, and representation—locally, regionally, and globally.
• Celebrate and elevate peoples’ cultures, artistic practices, self-expression, and individuality.
• Restore and regenerate the natural world, bringing people into right relationship with the climate, land, and seas.
• Shift agency and financial resources back to the global south from the global north.

We support Afro-descendant, Indigenous, and other communities building power and regenerating nature across the global south
• We leverage our influence with funders in the global north to amplify the compelling visions of communities in the global south.
• We connect partner and donor networks to learn, grow, and mobilize together.
• We embrace community-centered, culturally appropriate grantmaking processes that build collective power, self-determination, and long-term positive change
• We resource community-based solutions to repair deep inequities shaped by slavery, colonization, and extractive economies.
• We adapt and evolve our strategies based on the local needs and insights of the dynamic communities we support.
• We trust the ancestral traditions and wisdom of our partners, and we center their experience, culture, innovations, and creative practices in our work.

Purpose of the Position

The Administrative Assistant plays a vital role in ensuring the smooth and efficient functioning of the Panta Rhea Foundation’s operations. By providing high-level administrative and logistical support across the team — especially to the Chief Strategy Officer — this position helps free up time and energy for strategic work, strengthens internal coordination, and enhances the foundation’s ability to serve grantees, partners, and mission-driven goals. The ideal candidate brings a strong sense of organization, proactivity, and care, contributing to a values-driven culture rooted in equity, justice, and collaboration.

Key Responsibilities

Inbox and Communication Management (20%)
• Fully manage Panta Rhea Foundation’s primary email inbox, replying to inquiries, prioritizing requests, and directing onward to staff members as appropriate.
• Track open communications items and ensure timely and accurate follow-up.
• Assist in the development and implementation of standard operating procedures and templates for inbox management and communication.  

Executive Assistance (30%)
• Provide timely inbox management for Panta Rhea’s Chief Strategy Officer, including responding to basic inquiries, drafting responses, and providing a digest of upcoming tasks and important communications.
• Support the Chief Strategy Officer with scheduling and calendar management
• Consolidate notes from meetings and ensure they are appropriately saved and accessible; update engagement trackers.
• Where appropriate, prepare Chief Strategy Officer for key engagements with pre-meeting briefing materials and/or agenda creation.
• Support key meetings by taking minutes as needed and ensuring the Chief Strategy Officer is prepared for follow-up steps.
• Support the Chief Strategy Officer in project and workload management by recording tasks in Asana, tracking task status, and coordinating with other team members.

Event Planning, Scheduling, and Travel (25%)
• Support the Panta Rhea Foundation team with overall scheduling tasks, balancing multiple calendars, and ensuring availability for key meetings.
• Manage travel logistics for Panta Rhea Foundation team members, including (but not limited to) researching flight and lodging options, making bookings, setting up meetings, arranging meals/catering, and responding to travel disruptions.
• Support planning for events like staff retreats and grantee visits, coordinating scheduling, creating agendas, and managing related travel logistics.

Grants Portal and Data Management (25%)
• Support the Grants & Administration Lead with data management and quality in Panta Rhea’s grants database, including identifying data issues and developing plans for resolution and, where necessary, liaising with support.
• Complete a wide range of data entry and update tasks for the grants database.
• Assist in the development of FAQ and reference materials for grantee portal.

Requirements and competences to work with us

Minimum Requirements (Must-Haves):
• 5–7 years of experience in an administrative assistant, executive assistant, or similar support role, preferably in a fast-paced and collaborative environment.
• Fluent in English and Spanish, both written and spoken — able to draft professional communications and engage in bilingual conversations with ease.
• Exceptional organizational and time management skills, with the ability to prioritize, multitask, and track multiple moving parts across different projects.
• High level of proactivity and attention to detail, with a demonstrated ability to take initiative, anticipate needs, and follow through independently.
• Strong communication skills, both written and verbal — clear, respectful, and adaptable across audiences and contexts.
• Experience with digital tools, including Microsoft Office, Google Workspace (Docs, Sheets, Gmail, Calendar), and project management platforms like Asana.
• Demonstrated alignment with Panta Rhea Foundation’s mission, and a commitment to social justice, equity, and collaborative values.
• Experience supporting executives or senior leadership, especially with inbox and calendar management, meeting prep, and follow-up coordination.
• Event or travel coordination experience, including logistics, vendor communications, and contingency planning.

Preferred Qualifications (Nice-to-Haves)
• Experience working in nonprofit or philanthropic organizations, especially in roles that involved operations, grants administration, or stakeholder communications.
• Familiarity with CRM or grants management systems, such as Salesforce, Fluxx, or similar platforms.
• Comfort creating or improving internal systems, SOPs, or templates that support operational efficiency.

Our team profile

• Intersectional justice.
• Global Solidarity
• Diversity and resilience
• Trust and accountability
• Reciprocity
• Reflective, generative learning
• Social justice
• Centering wellbeing
• Beauty

Key interests for working with us

Social Justice
People Empowerment
Culture Empowerment
Human rights
Climate Justice
Freedom

Reasons to join our team

• Collaborative and Inclusive Culture: Join a dynamic and supportive team that values creativity, individuality, and collaboration. We foster an inclusive work environment where diverse perspectives are celebrated and every team member’s contributions are recognized.
• Impactful Work: Be part of an organization dedicated to meaningful change. Contribute to advancing social justice, environmental sustainability, and the empowerment of grassroots movements across the Caribbean and Americas.
• Global Reach: Work with an international team and engage with a network of partners and stakeholders from around the world, providing a rich and diverse professional experience.
• Supportive Leadership: Benefit from mentorship and guidance from experienced leaders who are committed to your success and well-being. Our leadership team is approachable and supportive, ensuring you have the resources and encouragement you need.
• Engaging Work Environment: Participate in collaborative meetings, strategy sessions, and events that promote innovation and team cohesion. Engage in meaningful interactions with partners and grantees that enhance your professional and personal development.

Relevant details before applying for this vacancy

• Schedule: This is a full-time role. While we offer flexibility, candidates must be available during standard working hours with regular overlap with the U.S Eastern time zone.
• Team & Reporting: You will report directly to the Chief Strategy Officer and collaborate across the full Panta Rhea team.
• Bilingual fluency in English and Spanish (written and spoken)
• Energized by and experienced with purpose-driven work (including in nonprofits and/or philanthropy) and sensitive to the nuances of working with both funders and grantee partners.
• Please apply if you identify with, represent, or have deep experience working with Afro-descendant and Indigenous communities.