Senior Executive Assistant/Program Associate

About the William R. Kenan Jr. Charitable Trust (Kenan Trust): The mission of the William R. Kenan Jr. Charitable Trust, a New York perpetual trust based in Chapel Hill, is to empower human potential through education and whole community investment. The Trust’s grantmaking is generally centered in the four states of Florida, New York, North Carolina and Virginia. To learn more about the Kenan Trust, visit kenancharitabletrust.org.

Position Overview: The Senior Executive Assistant and Program Associate is a vital role that supports the operations, efficiency, and effectiveness of the Kenan Trust staff. This is a strategic and organizational position that requires a combination of focus and flexibility, a willingness to play an active role in many aspects of the Trust’s operations, and a full commitment to the Kenan Trust’s mission and impact. As support to the Kenan Trust Executive Director and staff, this role requires a highly skilled professional with exceptional leadership, emotional intelligence, self-motivation, and strong work ethic. The successful candidate will join a team of four full-time staff at the Kenan Trust’s office in Chapel Hill, NC and will be a highly adaptable team player who values a cohesive and team oriented office environment. The Senior Executive Assistant and Program Associate reports directly to the Executive Director of the Kenan Charitable Trust.  

Senior Administrative Assistant Key Responsibilities:

Support for Executive Leadership

• Serves as a trusted partner to the Executive Director and the staff team by managing schedules and meeting requests to ensure that the Executive Director’s calendar reflects the most current priorities and needs of the Trust

• Provides research and background information and briefings to prepare Executive Director and Trust team for meetings, events, or site visit travel 

• Supports the Executive Director in broad scale relationship management, human resources, financial affairs, in office operations, and timely organizational efforts all constituencies

Meeting Preparation and Facilitation

• Organize and confirm all meeting with Trustees, visiting grantees, or other stakeholders and provide directions, parking information, and other logistics support

• Coordinate logistics for internal and external meetings, including food, seating, reservations, or other items that may be needed

• Provide appropriate and timely communication to ensure participants are aware of and prepared for meetings

• Attend key meetings and work with the Executive Director and Trust team to ensure follow-up on any required next steps for meetings or projects

• Assist in the preparation and distribution of Trustee meeting materials, including the trustee books and other pre-meeting documents

• Prepare and maintain documents related to Trustee meetings, including minutes of each quarterly Trustee meeting, notes of Mid-term calls, agendas, grant decisions, and other files. Work with the Executive Director and Trust team to ensure any follow up or next steps from the meetings are completed in a timely manner

Operational Stewardship

• Plan and execute multiple projects, often with quick turn-around

• Track and manage payment of office expenses

• Maintain office records and historical files and correspondence

• Track and maintain office supplies

• Serve as main point of contact for external vendors and building management

Relationship Management and Tracking

• Build and maintain effective relationships with external constituents and internal team members

• Enter contact data and information about interactions or meetings into a grants management database

• Respond promptly and clearly to inquiries from grantees and other external constituents 

Program Associate Key Responsibilities:

Grant Management 

• Review grantee reports and work closely with Trust’s grant team to ensure awarded grants are managed appropriately

• Assist with grant related tasks in the Trust’s grants management system, including coding grants, sending templated communications, and preparing reports for Trustee meeting materials

• Serve as support to the IT/Operations Manager in the Trust’s grants management system

Trust Communications

• Draft clear and compelling correspondence

• Prepare clear and accurate internal updates

• Update the Trust website as needed (in partnership with Senior Grant Officer)

• Assist in production of the Kenan Charitable Trust Annual Report

The key responsibilities listed here are meant to be illustrative but not all inclusive, and this role may be asked to assist with other projects and duties as assigned. 

Candidate Competencies/Qualifications:

• An unwavering commitment to produce high-quality and timely work to support the mission and history of the Kenan Charitable Trust. Attention to detail is a must. 

• Proactive in anticipating the needs of the Executive Director and Trust team

• High level of interpersonal maturity, confidence, and sound judgment

• A strong commitment to integrity and confidentiality in managing sensitive information

• Meticulous attention to detail, paired with an ability to connect the “dots” across relationships and tasks

• Exceptional writing and interpersonal skills; adept at communicating with internal and external constituents

• Superior organization skills and an ability to manage multiple projects at once and prioritize appropriately across competing deadlines

• Willingness to learn and grow in a fast paced environment with a small and dedicated team

• Proven experience planning meetings, events, or gatherings

• Comfortable with Microsoft Office 

• Familiarity with philanthropic practices or grantmaking processes preferred

• Experience with Salesforce preferred

Employment Information

• This role is a full time, in person role at the Trust’s office in Chapel Hill, NC

• This role is not expected to travel, but there may be an occasional opportunity when travel is needed

• The Kenan Charitable Trust offers competitive benefits for full-time employees

•  The expected salary range for this position is $75,000 - $105,000 and is commensurate with experience. 

• Anticipated start date is on or before the week of January 12, 2026

To apply, please submit a resume and cover letter to job@kenancharitabletrust.org no later than October 12, 2025. 

Frequently cited statistics show that women and people from underrepresented groups apply to jobs only if they think they meet 100% of the criteria. If you meet many but not all the criteria and feel you may be a good fit for the role, the Kenan Trust encourages you to apply. The Trust is an Equal Opportunity Employer and does not discriminate on the basis of age, color, national origin, ethnic origin, citizenship status, disability, race, religion, creed, gender, sex, sexual orientation, gender identity and/or expression, marital status, veteran status, or any other characteristic in its employment policies. In addition, the Kenan Trust will provide reasonable accommodations for qualified individuals with disabilities.