Full-Time Executive Assistant
Job Description
We are seeking an Executive Assistant who is skilled, flexible, and organized to join us to support the Children, Families, and Communities Director and to provide some department support.
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 2016, the Foundation expects to make grantmaking awards of over $300M. 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.
The Children, Families, and Communities (CFC) Program strives to ensure that all children have the opportunity to reach their full potential. Its grantmaking strategies address two interrelated and fundamental needs that must be met for children to thrive: education and health. To that end CFC focuses on specific strategies: Early Learning and Children’s Health.
Description:
The Executive Assistant provides administrative support to the Children, Families, and Communities Director. This position also provides some administrative support to the program department. Reporting to the Children, Families, and Communities Director, this position handles various administrative duties to smooth the work of the department, as well as, calendaring, correspondence, and travel arrangements.
Responsibilities include the collection and preparation of information for the director’s use in discussions and meetings. We are looking for someone to help to create an efficient and well run work environment. 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:
• Work closely with the director to manage her calendar and schedule meetings
• Use Concur and/or travel agency to arrange for all travel logistics for the director and others on the team as needed
• Prepare expense reports each month for the director and five program officers
• Organize and schedule meetings for program officers as requested
• Work with events staff to assist in coordinating onsite and offsite meetings
• Anticipate and organize materials and coordinate information for meetings, correspondence, and reports; keep records of selected meetings as needed
• Track status of requested meetings, delegated assignments, and deadlines
• Handle phone and other inquiries
• Represent the director and program in a positive way
• Develop and maintain positive working relationships with all
• Provide basic grant information requests using the Fluxx grants database
• Identify areas and processes for improvement and make recommendations for change
• Back up to program support staff
• 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 attention to detail and accuracy
• 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 and while working with sensitive documents
• Demonstrated verbal and written communication skills with skills in proofreading
• Strong office technology skills with excellent Outlook skills and with MS Word, Excel, PowerPoint, and SharePoint with a working knowledge of various databases
• High degree of flexibility, responsiveness, and follow through
• Process improvement skills a plus
• Skill to work both independently and as a team member under pressure and deadlines
• Interest in the work of CFC and the Foundation
• Consistent and dependable for full-time work and able to work overtime when occasionally needed
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 BA/BS degree or an equivalent combination of education and relevant experience is required. A minimum of five years of experience working in positions directly applicable to the requirements of this position. Previous executive administrative support experience desired.
Compensation and Benefits:
The Foundation offers excellent benefits and compensation that is commensurate with relevant work experience. The position is full-time, nonexempt, and located in downtown Los Altos.