Executive Assistant to the President
Expired Job Description :
Palo Alto, CA
Gordon and Betty Moore established the foundation to create positive outcomes for future generations. Guided by this vision and the Statement of Founders Intent, the foundation fosters path-breaking environmental conservation, scientific discovery, patient care improvements and preservation of the special character of the San Francisco Bay Area. We strive to make significant and durable impacts on the world.
Together, we work to honor the vision of our founders and serve as stewards of the resources they have entrusted to us. We establish specific strategies based on advice from experts, identify partners who share our goals and measure results along the way. We build relationships and fund work in areas where we hope to make significant impacts and we know that working together expands our ability to drive meaningful change.
We believe there can be no lasting change for the good if that change is not just and widely shared. Comprehending and incorporating values of diversity, equity, and inclusion in pursuing goals and refining strategies is vital to achieving our desired outcomes. These values weave through what we do and shape how we operate.
The Position
Reporting to the president, the executive assistant provides day-to-day administrative, logistical, and process management support to the president. This includes scheduling and calendar management, travel arrangements, collation and organization of materials for meetings, and reception of guests. This position also provides administrative support to the foundation’s Executive Committee and the Senior Management Team. The president currently oversees the foundation’s Patient Care Program, and this individual will assist in fulfilling the president’s responsibilities for managing the program through its conclusion at the end of 2023.
This position requires an individual who is well-organized, meticulous, resourceful, takes initiative, anticipates needs, and demonstrates excellent follow-through. Strong interpersonal skills and the ability to build and maintain positive working relationships with staff at all levels of the organization are essential for success in this position. The individual must demonstrate the ability to work with confidential information and exhibit a high degree of discretion, trustworthiness, critical thinking, and judgment in handling sensitive and confidential information. The candidate must have excellent written and verbal communication skills successfully manage complex deliverables be skilled at multi-tasking and prioritization and exhibit exceptional attention to detail and timeliness. A high-level of independence and organizational skills are expected.
The executive assistant to the president will be based at our main office in Palo Alto, CA. The foundation’s work arrangements are hybrid (in-office and remote), and all employees are required to work a minimum of four days per month in their designated office. The assistant position requires regular interaction with staff at all levels and will be expected to work onsite whenever the president is in the office, typically 1-2 days each week.
Key Responsibilities
Executive Support
- Manage the president’s complex calendar for internal and external meetings and travel using insight, decision-making, prioritization skills, and effective coordination with other assistants and colleagues.
- Act as the administrative point of contact between the president and internal and external colleagues, representing the president’s office in a positive way in interactions with individuals at all levels.
- Help to maximize the president’s effectiveness by managing priorities, tracking progress, and ensuring deadlines are met. Provide logistical support and prepare president with necessary materials in advance of meetings, events, and presentations.
- Arrange president’s domestic and international travel in accordance with the foundation’s travel policies and prepare detailed business trip itineraries in coordination with external contacts.
- Assist in scheduling and planning for meetings and events, which may include coordinating arrangements for participants, handling logistics, and preparing and disseminating materials.
- Prepare and process expense reports and reimbursements for the president. Ensure invoices, contracts, and agreements are approved, executed, and routed appropriately.
Monitor incoming expense reports, invoices, and time-off requests for president’s direct reports, ensuring policy compliance and timely review and approval. - Monitor incoming emails, mail, and phone calls, routing materials and information to appropriate individuals or groups.
- Assist with preparation, writing/editing, proofreading, production, and dissemination of written communications.
- Maintain accessibility to support the president as needed, after hours and on weekends via email, phone, text message and in person, when required.
- Organize and maintain president’s general and confidential files.
- Other duties and/or projects as assigned by the president.
Foundation Leadership and Team Support
- Distribute, under president’s calendar, Board of Trustees’ board and committee meetings to board members and staff, using schedule confirmed by the board administrative liaison and/or board secretary.
- Coordinate scheduling of Executive Committee and Senior Management Team meetings, and internal deadlines for review and submission of materials, as needed. Provide logistical, administrative, and communications support for Executive Committee and Senior Management Team meetings and retreats.
Cross-Organizational Support
- Provide rotational PTO coverage and back-up support for other administrative colleagues at the foundation as needed.
- Contribute to the foundation’s administrative team peer-sharing and cross-training efforts.
- (optional) Participate in the foundation’s Community Fund team, which identifies local non-profits for foundation contributions.
Qualifications and Desired Competencies
- Strong work tenure: a minimum of five years’ progressive experience supporting a corporate officer.
- High school diploma required. Some college or college degree preferred but not required.
- Exceptional interpersonal skills, and the ability to establish and maintain effective and appropriate working relationships with staff, volunteers, trustees, the general public, and outside organizations.
- Advanced computer skills and demonstrated experience with calendaring software, email and other applications including Outlook, Word, Excel, PowerPoint, Box and Zoom meeting management. Working knowledge of Concur and Microsoft Teams is a plus.
- Meeting coordination and event planning experience is a plus.
- Well-developed organizational skills and attention to detail.
- Acts with discretion when dealing with confidential and sensitive information.
- Possesses professional etiquette, self-discipline, ability to work independently.
- Strong decision-making abilities and good judgment.
- Outstanding verbal, written and interpersonal communication skills. Ability to write clearly and succinctly is a competent proofreader and meeting note-taker.
- Ability to juggle many projects simultaneously and under tight deadlines.
- Willingness to support and promote the foundation and colleagues through a commitment to the foundation’s goals for Diversity, Equity, and Inclusion.
- Availability to work onsite at the foundation’s Palo Alto office 1-2 days each week.
- Ability to perform duties outside of normal business hours when necessary.
- Interest in the work of the foundation.
Attributes
Our ideal candidate will demonstrate the following attributes that describe how we at the foundation strive to do our work with each other and our partners.
- Committed to Excellence – We bring our best to all we do.
- Passionate – Inspired by the vision of our founders, we are passionate about our work.
- Collegial – We are part of a team striving toward common goals.
- Open and Honest – We act with integrity, putting the good of the foundation first.
- Humble and Self-Aware – Emulating our founders, we bring a sense of humility to our work.
Compensation and Benefits
The Moore Foundation provides a generous total compensation package that includes a competitive salary and comprehensive benefits to support your life, health, and well-being.
The executive assistant to the president is an exempt position, and the salary range is between $107,780 and $161,670 per year. Our job titles and salary ranges may span more than one career level. The salary offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, job related knowledge and skill set, depth of experience, certifications and/or degrees, and our practice of upholding salary equity within the foundation.
Health benefits include employer-paid options for medical insurance and employer-paid dental and vision insurance for employees and dependents an employee assistance program employer-paid disability, and life insurance benefits paid parental leave and pre-tax flexible spending accounts for medical and dependent care expenses.
Other benefits include 6 weeks of paid time off per year and 10 paid holidays 401(k) retirement savings plan with a foundation contribution of up to 10% and a Roth 401(k) option matching gifts program for qualifying charitable contributions hybrid work arrangement commuter benefits program tuition assistance and professional development opportunities.
Application Process
The Moore Foundation is an equal opportunity employer and welcomes a diverse pool of applicants. We depend on individuals who possess varied skills, perspectives and expertise. We seek to recognize many forms of excellence in candidates, attract individuals with varied identities and backgrounds and enable all employees to feel they belong and can contribute to the mission of the Moore Foundation.
We do not discriminate based on race, color, religion, creed, sex, gender (including pregnancy, childbirth or related medical conditions), national origin, ancestry, citizenship, age, physical disability, mental disability, medical condition, genetic information, military or veteran status, marital status, registered domestic partner status, sexual orientation, gender identity, gender expression or on any other basis protected by applicable federal, state or local law. We also do not discriminate based on the perception that anyone has any of these characteristics or is associated with a person who has or is perceived as having any of these characteristics.
The foundation is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its programs and operations. As part of this commitment, the foundation will ensure that persons with disabilities are provided reasonable accommodations.
If a reasonable accommodation is needed to participate in the job application process, please contact accommodationrequest@moore.org. A request for accommodation will be responded to within three business days. However, non-disability related requests, such as following up on an application, will not receive a response.
Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the ordinance.
Applicants must be legally authorized to work in the United States.
COVID-19
The Moore Foundation requires that all employees be up-to-date on their COVID-19 vaccinations as defined by the CDC, subject to reasonable accommodations for medical or religious reasons. Any employment offer will be contingent upon satisfactory proof that you comply with this requirement.
