Program Assistant, South America

Organizational Overview

Smile Train is the world’s leading cleft focused organization. Our goal is to transform the lives of every person impacted by a cleft lip or palate. We train and support doctors and medical professionals to provide our patients with free, life-changing, comprehensive cleft treatment. Our sustainable model has allowed us to reach more than 2 million children in 90+ countries in the past 25 years, and we still feel like we’ve just started. We are truly changing the world one smile at a time!

Make a Difference!

As Smile Train’s Program Assistant, South America, you will be the operational backbone of a regional team managing programs across seven countries in South America. You will support Program Managers in day-to-day program operations, data management, partner communications, procurement, and logistics, ensuring that each initiative runs with the precision and reliability our partners and patients depend on. This is a role for someone who takes ownership of their work, thrives in a fast-paced environment, and is motivated by meaningful impact.

Reports To

Senior Program Manager, South America

Key Responsibilities

Data, Analysis & Reporting

• Maintain and analyze program data across the region to monitor performance, partner compliance, and program impact.
• Support the preparation of internal reports and presentations for decision-making and donor communications.
• Conduct periodic data audits in Smile Train Express (STX) and other systems to ensure accuracy and completeness of program records.

Program Operations & Systems Support

• Support Program Managers in day-to-day regional operations and the execution of grants, contracts, and partner initiatives.
• Handle routine inquiries from partners and patients, ensuring timely and professional follow-up.
• Help onboard and train partners on Smile Train’s program systems and tools, including STX and Fluxx.
• Document operational processes and maintain shared resources to support team continuity and institutional memory.

Procurement & Administration

• Assist with cost comparisons, purchase orders, vendor engagement, and tracking of equipment deliveries across the region.
• Organize internal documents and keep shared resources up to date.
• Take notes during key meetings and support the preparation of presentations, summaries, and follow-up materials.

Logistics, Events & Communications Support

• Support the planning and execution of events, trainings, site visits, and partner meetings across the region.
• Coordinate logistics including travel, accommodations, venues, and vendor communications.
• When requested, support the communications and education teams by collecting and organizing program content (photos, videos, patient stories) and helping manage digital assets.

Candidate Profile

The ideal candidate is a detail-oriented, proactive professional with strong organizational skills and a genuine commitment to social impact. They are comfortable working with data and program management systems, communicate clearly across cultures and in multiple languages, and take full ownership of their responsibilities. Prior experience in international NGOs, global health, or multi-country program environments is a strong differentiator. They understand that operational excellence is not a support function but a direct contribution to the mission.

Required Education and Experience

Experience: Minimum 3 years of professional experience. Hands-on experience in program coordination, supporting initiative implementation, or engaging diverse stakeholders. Background in NGO, nonprofit, or international development environments is valued.

Language: Fluent in English and Spanish (spoken and written).

Systems: Proficiency in Microsoft Office (Excel, Word, PowerPoint). Familiarity with data management or grant management systems is an advantage.

Preferred Education and Experience

Experience working with international NGOs, global health programs, or multi-country operations in Latin America.

Familiarity with grant management processes, program reporting cycles, or donor compliance frameworks.

Experience with patient data systems or program management platforms (e.g., Salesforce, Asana, or similar).

Additional Eligibility Qualifications

Experience in global health programs or surgical care delivery will be considered a plus. Candidates based in Quito, Ecuador are preferred for this position.

Compensation

USD 14,000.00 to 16,000.00/year

Travel

Occasional travel within the South America region is expected.

Benefits

Smile Train offers a range of innovative 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.

Application Process

Smile Train is an equal opportunity employer, committed to inclusive hiring and dedicated to diversity in our work and staff. We strongly encourage candidates from all groups and communities to apply.

To apply, please complete the application online. Include your CV and a cover letter explaining why you would be a good fit for Smile Train and this role. Only those who provide a cover letter as directed will be considered. We encourage interested applicants to submit their applications as soon as possible.