About The William and Flora Hewlett Foundation
The William and Flora Hewlett Foundation invests in creative thinkers and problem solvers working to ensure that people, communities, and the planet can flourish. Together with our partners, we are harnessing society’s collective capacity to solve our toughest problems — from the existential threat of climate change to persistent and pervasive inequities, to attacks on democracy itself. A nonpartisan philanthropy, the Hewlett Foundation has made grants in the U.S. and globally for nearly six decades based on an approach that emphasizes long-term support, collaboration, and trust.
Globally, we make grants to address longstanding and emerging challenges like our efforts to advance gender equity and governance, reimagine the economy and society, and reduce the growing threat of climate change. Our U.S. efforts prioritize strengthening democracy, advancing education for all, and supporting community-led conservation. In the San Francisco Bay Area, we call home, we make grants to support meaningful artistic experiences in local communities and support regional foundations working on critical issues such as housing. All our grantmaking also invests in advancing racial justice and in strengthening the effectiveness of our grantees, as well as in philanthropy itself. The Hewlett Foundation’s assets are approximately $12.8 billion with annual awards of grants totaling more than $600 million.
Learn more about the Hewlett Foundation at www.hewlett.org.
About the Office of the President
The team in the Office of the President at the Hewlett Foundation is pivotal in supporting the relationships between the president, board, and foundation staff thus serving as the bridge among these key stakeholders. The President oversees all administrative departments and grantmaking programs, ensuring cohesive counsel, direction, and decision-making. She reports directly to the foundation's board of directors and sets the tone for the internal culture, promoting values of equity, humility, and effectiveness. Externally, the President represents the foundation with grantees and other funding partners, steadfastly upholding the foundation's guiding principles and driving its mission forward.
The Opportunity
The Executive Assistant, Board Liaison, and Manager reports directly to the President and works in close partnership with her, providing high-level administrative and management support. This consummate professional ensures the smooth operation of the President's office and serves as a key liaison to the board. This role will oversee a team of 1-2 staff members in the President's office and will collaborate with staff across all foundation departments and programs to implement and support the President's vision and initiatives.
This high-level role requires exceptional organizational and leadership skills, as the Executive Assistant will be responsible for managing the President’s complex schedule and projects, optimizing workflows, and driving key organizational priorities. The successful candidate will play a pivotal role in the success and efficiency of the President's office, ultimately contributing to the overall effectiveness and impact of the foundation.
Essential Duties and Responsibilities
Administrative Support
- Day to day management of the president’s calendar and time, manages complex scheduling that requires a comprehensive understanding of the president’s commitments and optimizes her time. Meetings include regular 1:1’s with the president’s direct reports, as well as meetings with grantees and outside guests. This person greets guests and ensures the president’s schedule stays on track throughout the day.
- Manages complex and detailed domestic and international travel arrangements, lodging, ground transportation needs, international VISA applications, conference registrations and other professional engagements. Prepares expense reports and responds to written and phone inquiries.
- Ensures that the president is fully briefed and prepared for meetings, events, trips, and ensures that others provide background information for meetings and presentations; compiles reference materials as needed.
- Coordinates and organizes events including arranging logistics for transportation, food, space, technology requirements, room set-up, materials, etc.
- Prepares consulting agreements in collaboration with president and the legal and finance departments. Serves as point of contact for consultants; provides guidance on billing and expenses as needed.
- Manages mail and written correspondence for the office of the president, preparing items for the president’s review in a timely fashion, and sending messages on her behalf in a professional manner. These include responses for funding requests and invitations received for the president.
- Manages relationships with various internal foundation departments that support the Office of the President, particularly with Communications, Information Technology, Human Resources, Finance, Facilities, and Legal.
- Updates job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks, participating in professional organizations.
Board of Directors Support
- Schedules all board meetings, board committee meetings, and board advisory committee meetings annually, coordinates multiple, busy calendars with grace and flexibility.
- Manages all logistics for three board meetings and one offsite board retreat annually, supporting the smooth operation of the foundation’s business. Includes managing contracts for offsite venues, travel arrangements for board members and guests, overnight accommodations, ground transportation arrangements, catering, meeting setup and AV. Ensures that arrangements are made well in advance of each meeting or retreat and are clearly communicated. Conducts follow-up after each meeting to ensure expenses are processed, and all details are concluded professionally.
- Oversees the production of board materials, ensuring accuracy. Distributes all materials for board meetings, board committee meetings, and board retreats in a timely manner providing adequate time for board member review. Maintains files of board materials in the foundation’s BOX system.
- Assists board members as needed with all requests, including scheduling, travel arrangements, material preparation, reimbursement and matching gifts requests, and special catering needs.
- Schedules new board member orientation sessions as needed. Assists with material preparation and dissemination. Participates in orientation sessions to orient new board members on annual board meeting schedule, travel and reimbursement policy, and board material schedule and dissemination.
Management Support
- In collaboration with the president prepares and manages the administrative budget for the office of the president and the budget for all board meetings, retreats, and related activities. Works with the CFO to set the annual budget for the office of the president. Tracks and manages expenses throughout the year, informs the president of any issues as they arise.
- Manages the Project Manager and one additional staff member in the office of the president. Meets with these staff members weekly to track tasks, including the production of the foundation’s board book four times per year. Provides annual performance feedback and assists with goal setting. Provides guidance and assistance as needed.
Senior Staff Support
- Schedules all senior staff meetings, coordinating across multiple complex calendars. Ensures that conference rooms are secured, and technology needs are addressed. Solicits agenda items for each meeting and maintains an annual running topic list in BOX. Collects, compiles, and distributes agendas and materials before each meeting, with adequate time for senior staff members to prepare in advance. Attends each meeting and take notes, distributing the notes, action items, and items to share with staff following each meeting. Tracks president’s individual action items through completion.
- Coordinates the senior staff performance management process including creating timeline of key dates, scheduling feedback sessions with the president’s direct reports, creating surveys, sending follow-up reminders, and compiling survey results and feedback for the president.
- Coordinates senior staff and administrative director annual retreats including sourcing retreat locations, booking overnight accommodations/meetings, and liaising with hotel staff on room set-up, catering, carpooling, and restaurant reservations. Collaborates with president/planning team on agenda prep and prepares retreat materials for the respective teams.
Candidate Profile
The ideal candidate will have the following professional and personal qualities, skills, and characteristics:
- Bachelor’s degree, or equivalent combination of education and work experience, required.
- Extensive experience in an administrative or support role of C-suite individuals, preferably in philanthropy or other nonprofit environments.
- Experience managing direct reports is preferred.
- Ability to operate autonomously and make decisions when necessary. Highly perceptive as to when to seek the president’s guidance and when decisions can be made independently.
- Interest in philanthropy and effective nonprofit management practices is preferred.
- Excellent computer skills; proficiency with the Microsoft Office suite.
- Strong organizational skills, sharp attention to detail, and commitment to producing quality results.
- Ability to prioritize and handle multiple tasks independently, effectively managing shifting priorities and time-sensitive projects to meet deadlines.
- Excellent project management skills with an ability to quickly learn and understand new processes.
- Excellent written and oral communication skills.
- Ability to respond thoughtfully, promptly, and respectfully to various audiences.
- Demonstrated experience working collaboratively and effectively with peers.
- Excellent judgment, flexibility, good humor, and initiative.
Compensation & 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 $150,000-$180,000. Offers are based on the candidate's years of experience and our practice of maintaining salary equity within the foundation.
This position is based in Menlo Park, California. Staff are working in a hybrid environment and currently expected to work from the Hewlett Foundation office at least 2-3 times per week (Tuesdays and Wednesdays are required). While performing the duties of this position, the employee is required to spend extended periods of time at a computer.
Contact
Koya Partners l Diversified Search Group is partnering with The William and Flora Hewlett Foundation on this search. To express interest, please submit a compelling cover letter and resume by filling out our Talent Profile. All inquiries are strictly confidential.
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.