Program Assistant

This is a fully remote position, open to applicants in Ecuador.

📋 Description

• Oversee and evaluate program data throughout the region to assess performance, ensure partner compliance, and measure program impact.

• Assist in the creation of internal reports and presentations to facilitate decision-making and enhance donor communications.

• Perform regular data audits in Smile Train Express (STX) and other systems to verify the accuracy and completeness of program records.

• Aid Program Managers with daily regional operations and the implementation of grants, contracts, and partner initiatives.

• Address routine inquiries from partners and patients, ensuring prompt and professional responses.

• Support the onboarding and training of partners on Smile Train’s program systems and tools, including STX and Fluxx.

• Record operational procedures and maintain shared resources to promote team continuity and institutional memory.

• Assist with cost evaluations, purchase orders, vendor interactions, and tracking of equipment shipments across the region.

• Organize internal documents and ensure shared resources are current.

• Take minutes during key meetings and assist in the creation of presentations, summaries, and follow-up materials.

• Facilitate the planning and execution of events, training sessions, site visits, and partner meetings throughout the region.

• Manage logistics such as travel arrangements, accommodations, venue selection, and vendor communications.

• As needed, collaborate with the communications and education teams by gathering and organizing program content (photos, videos, patient stories) and assisting in the management of digital assets.

⛳️ Requirements

• At least 3 years of professional experience.

• Practical experience in program coordination, supporting the implementation of initiatives, or engaging a diverse range of stakeholders.

• Experience in NGO, nonprofit, or international development settings is preferred.

• Proficiency in both English and Spanish (spoken and written).

• Strong skills in Microsoft Office (Excel, Word, PowerPoint).

• Familiarity with data management or grant management systems is a plus.

🏝️ Benefits

• Meaningful Work – Be part of work that creates meaningful, lasting impact — changing the world one smile at a time.

• We’ve Got You Covered – Enjoy a generous stipend towards medical expenses to help prioritize the health of you and your family.

• Rest and Recharge - Enjoy a generous vacation package, paid holidays, and sick time so you can rest, recharge, and return feeling your best.

• Family Matters - We support employees through life’s most important moments with paid parental leave, giving you time and flexibility for the people who matter most.

• Learn and Grow - Take advantage of an annual professional development stipend and opportunities to expand your skills and continue learning.

• Work Your Way – Thrive with a remote work model built for connection, balance, and impact.

• Travel the World – See our impact firsthand while partnering with global colleagues and programs through opportunities for domestic and international travel.