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 progr