The William and Flora Hewlett Foundation, based in Menlo Park, California, seeks an Executive Assistant for its Environment Program.
About the Foundation The William and Flora Hewlett Foundation is a nonpartisan, private charitable foundation that advances ideas and supports institutions to promote a better world. For more than 50 years, it has supported efforts to advance education for all, preserve the environment, support vibrant performing arts, strengthen Bay Area communities, make the philanthropy sector more effective, and foster gender equity and responsive governance around the world. In addition, we also make grants for special projects and to address other timely problems. Our newest program focuses on strengthening U.S. democracy, and in 2020, the foundation announced a new grantmaking commitment focused on racial justice. The Hewlett Foundation’s assets are more than $14 billion with annual grant awards totaling more than $600 million. More information about the Hewlett Foundation is available at: www.hewlett.org. About the Environment Program The Environment Program focuses on climate change and clean energy, as well as Western conservation. We are committed to clearly identifying our goals and measuring progress toward them. Our team is made up of 10 program staff, plus additional staff from the communications, grants management, and legal departments. Additional information about the program is available here. About the Position The Executive Assistant will support the Program Director with direct administrative support, special projects management, and Environment Program-wide coordination of operations. She/he/they will be the administrative lead for Environment, helping to manage the administration of the team, working in concert with the program associates. She/he/they will be a key partner for the Program Director in team management, internal communications, and ensuring the team continues to be high functioning and with a positive culture. Program-side coordination will include planning, tracking, and reporting on administrative budgets and expenditures, organizing annual program retreats and monthly team meetings, leading projects to strengthen team culture, and other program-wide activities. The Executive Assistant will serve as an Environment Program resource and key partner to the Director, providing information as needed to colleagues, particularly around the Director’s priorities and commitments; Environment contracts, expense reporting and administrative budgets; and providing back-up support as needed for program associate staff. The position also involves administrative duties such as scheduling, preparing expense reports, maintenance of program-wide files and documents, and meeting preparation and follow-up.
Essential Duties and Responsibilities
Administrative support for the Program Director
Coordinates Program Director’s dynamic meeting schedule and maintains calendar in Microsoft Outlook. Works with other foundation staff on scheduling that requires senior staff.
Coordinates Program Director’s domestic and international travel including planning, preparation, and logistical support.
Prepares Program Director’s expense reports.
Answers and routes incoming telephone calls, mail, and email, including handling inquiries and taking messages as needed.
Handles a high-volume of event invitations.
Triages outside inquiries and handles responses to organizations outside of funding priorities.
Attends and participates in annual program retreats and other program meetings as required.
Supports the administration of contracts made by the Director and may potentially support cross-cutting or team-wide contracts.
Supports Director to manage relationships with various internal foundation departments, particularly with Communications, IT, Human Resources, Finance, and Legal.
Environment Program-wide Coordination
Supports Program Director in organizing staff meetings and other internal and external meetings as needed, including scheduling, agenda setting, cofacilitating team-wide staff meetings, etc.
Participates in program retreat planning and is responsible for all logistical aspects of the program retreats including budget monitoring and contracting with hotels and restaurants, as needed.
Works with IT and other program staff to help maintain program files within Box and SharePoint systems.
Develops and implements orientation process for new program staff, in collaboration with administrative departments and program staff. Serves as an ongoing resource to staff, particularly new program staff, in their orientation to foundation practices.
Supports the team in maintaining a team resource folder.
Works collaboratively with other program associates and assists with triaging work during periods of others’ absences.
Works with other program staff to assist in organizing and coordinating Environment Program-wide events (both in the United States and international venues) including logistics for transportation, space, meals, and technology requirements. Assists in developing presentation materials and communicating with participants.
Supports and helps lead team building, values, and organizational culture efforts of Environment, etc.
Feels responsible (along with Program Director) for team morale, building rapport, and a cohesive team.
Prepares contracts in collaboration with Program Director or relevant Program Officer, other program staff, and other foundation departments as needed. Is a technical resource and key reviewer for contracts across Environment. Serves as point of contact for contracts, including processing invoices and other foundation administrative processes, as needed.
Works closely with Legal and Finance departments to ensure contracts meet the foundation’s requirements and standards.
Works closely with the Environment Director and Office of the President to gather materials for the board of directors on behalf of the Environment team. This includes coordinating materials with the team, ensuring deadlines are met, and working with team members on editing as needed.
Administrative budget planning, tracking, and reporting
In collaboration with Program Director, and with input from Environment staff, prepares annual overall program and subcomponent administrative and evaluation budgets.
Continuously tracks the execution of the administrative, consultant, and evaluation budgets to ensure that the program is meeting budget-related benchmarks. Reconciles information provided by Finance department with internal records. Proactively informs the Program Director and relevant parties when actions are needed.
As needed and as time permits, participates in and/or leads special, time-limited projects within the Environment program and across the foundation. These may include, for example, cross-team efforts on diversity, equity, and inclusion; helping to prepare materials for the foundation’s website; or one-off projects that Environment might participate in to help evolve the foundation.
Required Skills and Knowledge
Five to seven years’ experience providing complex administrative support required.
High school diploma required. Bachelor’s or Associate degree (or equivalent work experience) preferred.
Prior experience in an administrative or support role, with a preference for experience in a grantmaking organization.
Flexibility to work effectively in teams as well as independently.
Proven organizational skills and a strong attention to detail.
Proven problem-solving skills and a proactive work style.
Ability to exercise good judgment and discretion.
Excellent computer skills; proficiency with the Microsoft Office Suite with excellent Excel skills.
Proven ability to manage and provide “traffic control” for a significant volume of incoming communications, predominantly by email.
Proven ability to prioritize and handle multiple tasks independently, effectively managing shifting priorities and time-sensitive projects to meet deadlines.
Basic project management skills with an ability to quickly learn and understand new processes.
Ability to professionally communicate with all levels of staff and external parties, including high-level executives. Ability to respond thoughtfully, promptly, and respectfully to various audiences.
Excellent written and oral communication skills, including interpersonal skills and ability to work effectively with a variety of people.
Excellent research skills, including through internet, desirable.
A commitment to diversity, equity, and inclusion.
Positive attitude, sense of humor, and a commitment to being part of, and building, a positive work environment.
Physical Demands/Work Environment The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.
While performing the duties of this position, the employee is regularly required to sit for extended periods of time and to travel via various modes of transportation for extended periods of time. The Executive Assistant role will be based in Menlo Park, California. The foundation will adopt a hybrid work environment with the expectation of three days in the office per week.
The foundation requires all staff, vendors, and visitors accessing our office to be fully vaccinated (including boosters when eligible) against SARS-CoV-2, the virus that causes COVID-19.
Compensation and Benefits The Hewlett Foundation is committed to providing compensation that is competitive within the philanthropic sector. We offer a generous total compensation package that emphasizes both base salary and comprehensive benefits. The salary range for this role starts at $90,000. Offers are based on the candidate’s years of experience and our practice of maintaining salary equity within the foundation. How to apply The foundation is partnering with CEA Consulting on this search. Please apply online through the link below and submit a resume and cover letter explaining how your skills fit this position: https://job.ceaconsulting.com/jobs/executive-assistant-to-the-director-environment-menlo-park-ca-106 696).
Questions or technical concerns should be directed to [email protected].
The William and Flora Hewlett Foundation embraces the importance of diversity, equity, and inclusion both internally, in our hiring process and organizational culture, and externally, in our grantmaking and related practices. We are an equal opportunity employer and welcome applications from people of all backgrounds, cultures, and experiences.