Temporary Temporary Executive Assistant
Job Description
We are seeking a temporary, experienced, and organized assistant to support the General Counsel and Local Grantmaking Program Director.
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 towards the issues their founders cared about most—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. For 2016, the Foundation expects to make grantmaking awards of over $300M.
A staff of 120 conducts the day-to-day operations of the Foundation and a Board of Trustees oversees the work of the Foundation. David and Lucile Packard passed onto 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.
The Local Grantmaking Program supports an array of nonprofit organizations in geographic areas that are significant to the Packard family. These include the five California counties that surround the Foundation—San Mateo, Santa Clara, Santa Cruz, Monterey, and San Benito, as well as Pueblo, Colorado, the birthplace of David Packard. Our goal in supporting these communities is to help make them stronger and more vibrant places where families can thrive and reach their potential.
Description
This position will spend half of the time supporting Legal and half of the time supporting Local. The role will report to the Local Program Operations Manager.
Responsibilities include:
• Work closely with the General Counsel and Local Grantmaking Program Director (Director) to manage each person’s calendar and schedule meetings for them and for the teams as needed
• Manage phone and email for the General Counsel and Director, including screening calendar requests and calls, and using excellent judgment when responding to a variety of requests
• Compose, proof, and edit correspondence and other documents for correct grammar, spelling, punctuation, format, and content
• Organize and maintain files
• Plan domestic and occasional international travel utilizing an agency
• Prepare expense reports each month for the General Counsel and Director and possibly others on the teams
• Research as directed and assemble in advance, relevant information for meetings, correspondence, and reports
• Work with events staff to assist in coordinating onsite and offsite meetings
• Handle confidential and non-routine information with a high degree of sensitivity
• Review, monitor, and submit contracts, invoices, and expenses from a variety of providers including external counsel
• Input, track, and extract grant information from Fluxx grants database as requested
• Coordinate the communications between the Los Altos office and the Pueblo office. Maintain Pueblo grants data
• Back up to program support staff and provide light department support
• Undertake other duties and projects as needed
Knowledge, Skills, and Abilities
• BA/BS degree or equivalent education and experience
• Minimum five years of administrative experience supporting managers and teams
• Professional, gracious, flexible, responsive, with a customer service attitude
• Excellent written and verbal communication skills
• Excellent knowledge and skill with Outlook, Word, PowerPoint, Excel, and SharePoint
• Demonstrated and excellent time management and organization skills and ability to meet deadlines and requirements
• Ability to handle multiple priorities and anticipate information needed by others
• Demonstrated experience in exercising excellent judgment in non-routine matters and handling and protecting confidential and sensitive information
• Demonstrated teamwork and flexibility skills
• Willingness to work overtime when occasionally required
• Willingness to travel locally for possible meetings and site visits and to Pueblo if necessary
• Strong ability to do work that requires attention to detail and accuracy
• Has a sense of humor and demonstrates grace under pressure
• Interest in the program areas of the Foundation is a plus
Physical Requirements
Candidate must have the ability to communicate via voice telephone, read and understand written communication, and generate written communication manually and using a computer. Candidate must also be able to work at a desk for long periods of time (2-3 hours), lift and move documents and supplies (not to exceed 25 lbs.), and bend to file or retrieve documents.
Salary and Location
This position is temporary, full-time, and nonexempt. The role will be payrolled through an outside company. Hourly rate will be commensurate with related work experience. The position is located in downtown Los Altos, CA.
Duration
It is expected that the temporary assignment will be for 6 months.