Full-Time Executive Office Assistant
Job Description
We are seeking an Executive Office Assistant who is skilled, flexible, and organized to join us in supporting the Office of the President.
The David and Lucile Packard Foundation (Foundation) is a family foundation that is guided by the enduring business philosophy and personal values of Lucile and David Packard, who helped found one of the world’s leading technology companies. Their approach to business and community participation has guided our philanthropy for more than 50 years. Today, their children and grandchildren continue to help guide the work of the Foundation. The Foundation makes grants at the local, state, national, and international level.
The Foundation works on the issues their founders cared about most, which are improving the lives of children; enabling the creative pursuit of science; advancing reproductive health; conserving and restoring the earth’s natural systems; and supporting and strengthening an array of local nonprofit organizations
A staff of 120 conducts the day-to-day operations and a Board of Trustees oversees the work of the Foundation. For 2015, the Foundation expects to make grantmaking awards of over $300 million. David and Lucile Packard passed on to the Foundation the following core set of values: integrity; respect for all people; belief in individual leadership; commitment to effectiveness; and the capacity to think big.
Description:
The Executive Office Assistant provides administrative support in the Office of the President. This position also provides limited support to the VP and Director of Programs. Reporting to the Executive Assistant to the CEO, this position handles confidential and time urgent details, as well as, correspondence and complex travel arrangements.
Responsibilities include the collection and preparation of information for the CEO’s use in Board and staff meetings and discussions or meetings with outside guests. Responsibilities also include creating a welcoming environment in the CEO’s office. We seek a flexible candidate with advanced office technology skills, proofreading skills, and excellent organizational and customer service skills who will help to provide seamless support by performing the following responsibilities:
• Coordinate schedules, confirm appointments, and track delegated assignments and deadlines
• Represent the CEO and the Foundation in a positive way with all
• Develop and maintain positive working relationships with all
• Organize and schedule meetings
• Work with Concur and/or travel agency to schedule domestic and international travel
• Assist Board of Trustees and others with meeting logistics and travel planning
• Anticipate and organize materials and coordinate information for meetings, correspondence, and reports; keep records of selected meetings as needed
• Work with events to assist in coordinating onsite and offsite meetings
• Screen, organize, and prioritize correspondence
• Handle phone and other inquiries professionally
• Proofread and correct general correspondence and summary documents
• Track and process expenses; initiate contracts and event request forms
• Identify areas and processes for improvement and make recommendations for change
• Back up to the Executive Assistant to the CEO
• Other duties and projects as needed
Knowledge, Skills, and Abilities:
• Professional, gracious, flexible, responsive, and customer service attitude
• Strong organizational and multi-tasking skills with exceptional attention to detail, accuracy, reliability, and follow-through
• Ability to anticipate information needed as situations and projects develop
• Ability to use excellent judgment to prioritize work and in working well with others
• Maintains confidentiality in all areas and while working with sensitive documents
• Demonstrated skill in proofing correspondence with excellent grammar and spelling skills
• Strong office technology and project management skills desirable
• Excellent MS Outlook skills and demonstrated proficiency with MS Word, Excel, PowerPoint, and SharePoint
• Working knowledge of various databases and an aptitude and willingness to learn
• Skill to work both independently and as a team member under pressure and deadlines
• Sense of humor and grace under pressure
Typical Physical Demands:
Candidate must have the ability to communicate effectively by telephone, read and understand written communication, and generate written communication manually and using a computer. Candidate must also have the ability to sit at a desk for 2-3 hours at a time, lift and move documents and supplies not to exceed 25 lbs., and bend to file and retrieve documents.
Education and Experience:
A four-year degree or an equivalent combination of education and relevant experience is required. A minimum of four years of experience working in positions directly applicable to the requirements of this position. Previous executive office administrative support experience desired.
Salary and Benefits:
The Foundation offers excellent benefits and a salary that is commensurate with relevant work experience. This position is full-time and nonexempt.