Program Associate, AI Team

Major Function 

The Program Associate (PA) provides programmatic and administrative support to the AI & Data Strategies Team. The AI & Data Strategies Team manages a portfolio of grants and investments to drive innovative AI and environmental initiatives with tangible, on‐the-ground impact in climate and nature. The team acts as a center of excellence within The Bezos Earth Fund supporting other program areas in exploring and adopting AI for their internal operations and grantees to accelerate impact. Working closely with the Director of AI and Senior Program Officer, the Program Associate will coordinate programming for grantees and staff, support grantee reporting and communications, manage team information, and oversee scheduling, travel, and expenses. The role requires strong communication skills, attention to detail, and enthusiasm for using AI tools to improve day-to-day operations and help the team deliver on its priorities. 

Key Responsibilities 

• AI Team Programmatic Support: The AI Team runs events and peer-learning programming for a cohort of AI grantees and also for Earth Fund staff; supporting the smooth operations of this virtual and in-person programming will be a core part of the role, in addition to providing ideas on future programming opportunities for AI Team stakeholders.  
• AI Team Grantee Support: The AI Team is responsible for 15 AI grantees; the PA will work closely with the Senior Program Officer to support grantee management including reporting, communications, Grants Management Team coordination and provide other grantee support as-necessary.  
• AI Team Information Management: The PA will be responsible for information management for the AI team which maintains a dedicated folder on the Earth Fund’s SharePoint. This includes keeping folders organized, up to date, and clearly labeled, and ensuring that relevant documents shared over email are appropriately uploaded. It also includes ensuring all calls are recorded with transcripts and filed in the relevant SharePoint folder(s) and tracker. Optimizing and innovating on how this information is managed is a core responsibility. The AI team should model organization-wide best practices for AI-ready information management. 
• Travel & Expense Management: Coordinate and manage the Director’s travel booking and expense and reimbursements for all travel related to The Earth Fund; supporting additional team members’ travel arrangements when feasible. 
• Scheduling: Coordinate with other Executive Assistants, staff, grantees and external contacts to schedule meetings for the AI Team. 
• Ad Hoc Coordination or Project Management: Support AI Team with project management tasks such as gathering documents, managing virtual events, reviewing information, tracking action items and deadlines, preparing meeting materials, and conducting light research.  
• Perform other duties as assigned.  

Education and Experience 

• Bachelors degree or equivalent experience 

• At least 3 years of demonstrated experience supporting the work of leaders and teams. 

• Prior administrative and program support experience preferred, but not required. 

• Proven organizational, problem-solving and project management skills. 

• Research and writing experience. 

• Ability to work easily with and communicate effectively with people from a variety of backgrounds and stakeholder groups.   

Required Skills and Abilities 

• Familiarity with Microsoft Suite (Outlook, SharePoint, Teams) and Zoom.  

• Experience with Fluxx, Ramp and Perk is a plus.  

• Familiarity with and excitement for at least one Generative AI tool (ChatGPT, Claude, CoPilot, etc.). Expertise is not a requirement, we are looking for demonstrated interest in AI tools – whether for personal or professional use. The expectation is that AI is used for many tasks in this role.  

• Clear and professional written communicator to support scheduling 

• Organized and able to prioritize and reprioritize tasks as appropriate 

• Proactive communicator, often checking in with the Director and others on the team about priorities and circling back to close the loop when tasks are completed  

• Familiarity with grants management, philanthropy, climate/nature subject matter, AI and data are a plus but not required  

• Ability to operate with independence, under pressure, to meet deadlines and commitments. 

• Ability to work on initiatives with multiple and competing priorities. 

• Team player with good interpersonal skills. 

• Committed to a culture of inclusion. 

• Identifies with the Bezos Earth Fund’s Leadership Principles. 

Physical Requirements:  

• Prolonged periods of sitting at a desk and working on a computer.  

• May require extended hours for urgent issues or to meet established deadlines.  

• This position is a hybrid role based in Washington, DC and requires working in the office a minimum of two days per week. 

• Travel to support events related to AI Team grantees may be required 

The salary range for this position is $90,000 - $110,000.   

The Bezos Earth Fund is an equal opportunity employer and complies with all federal, state, and local laws concerning employment discrimination. The Earth Fund recognizes diversity as an asset essential to accomplishing its work. We actively welcome all qualified applicants from a wide range of backgrounds and will not discriminate on the basis of race, color, age, sex, gender identity or expression, genetic information, sexual orientation, religion, marital status, national origin, ethnicity, disability, military/veteran status, compensation history or any other basis prohibited by law. Qualified applicants are encouraged to submit a resume and cover letter as soon as possible.

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