ABOUT THE DAVID AND LUCILE PACKARD FOUNDATION

We work with people and communities to create enduring solutions for just societies and a healthy, resilient natural world. Over our nearly 60-year history, we have worked with thousands of organizations and leaders in the U.S. and worldwide to advance progress in the critical areas of science, ocean and land conservation, climate change, women’s reproductive health and rights, and the well-being of children, families, and communities. At a time of multiple, intertwined crises globally and here in the U.S., the Packard Foundation began in 2021 a long-planned review of our grantmaking strategies. The first step of our process was to rearticulate our vision and mission, reexamine our organizational values, and create a strategic framework that builds on and honors the Packard Foundation’s past while advancing justice and equity in all that we do.

OUR VISION: A just and equitable world where both people and nature flourish.

Our new vision embraces a future where both people and nature flourish in a more just and equitable world. We explicitly acknowledge that the fate of people and the natural environment are inextricably linked. Solutions to the complex challenges we face must account for this interconnectedness.

OUR MISSION: We work with people and communities to create enduring solutions for just societies and a healthy, resilient natural world.

Our new mission takes on the critical work of addressing root causes of the challenges we face and mobilizing people for collective action. In addition to building on approaches that have guided our philanthropy for decades — working in partnership, committing to issues over the long-term, and grounding our work in science, knowledge, and data – we focus on understanding the systems that either accelerate or impede progress. It is only through just and equitable systems that we can find and sustain solutions to some of the biggest challenges we face today.

OUR VALUES: Equity, Integrity, Belief in Individual Leadership, Thinking Big, Respect, and Effectiveness.

In addition to clarifying our long-held values, we added equity. We will champion equity by treating people with dignity, honoring a range of ideas and perspectives from those closest to the issues, creating inclusive processes, and funding people who have been historically excluded to spur progress for all. For more information, including our definitions of key concepts, please visit our website.

About the Role:

The Executive Assistant provides executive support to the President and CEO, ensuring efficient operations of the President’s Office, and creating a welcoming environment. The Executive Assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the President’s Office, organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Assistant must be creative and enjoy working within an environment that is mission-driven, results-driven, and community oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities. The Executive Assistant will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.

Responsibilities:

• Completes a broad variety of administrative tasks for the President and CEO, including managing an extremely active calendar of appointments; composing, preparing, proofreading, and editing correspondence that is sometimes confidential.
• Arranges complex and detailed travel plans, itineraries, and agendas; and compiles documents for travel-related meetings.
• Plans and coordinates internal and external access to the President and CEO's schedule.
• Researches, prioritizes, keeps records, and follows up on meetings, presentations, issues, concerns, and inquiries addressed to the President’s Office, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
• Works closely and effectively with the President and CEO to keep them well informed of upcoming commitments and responsibilities, following up appropriately.
• Successfully completes critical aspects of deliverables with a hands-on approach, including drafting correspondence, and other tasks that facilitate the President and CEO's ability to effectively lead the Foundation.
• Prioritizes conflicting needs; handles matters expeditiously and proactively, and follows through on projects to successful completion, often with deadline pressures.
• Provides leadership to build relationships crucial to the success of the organization, and
• manages a variety of special projects for the President and CEO, some of which may have organizational impact.
• Communicates directly, and on behalf of the President and CEO, with Board Members, Foundation staff, and others.
• Works closely and effectively with Executive Team members and Foundation’s departments to ensure smooth operations and track deadlines.
• Manages President’s Office and Board of Trustees budgets, contracts, Meeting and Event Request Forms, and expense reports.
• Approves expense reports and invoices on behalf of the President and CEO.
• Works with events teams to coordinate onsite and offsite meetings.
• Coordinates meetings with Foundation partners and provides logistics support as
• needed
• Assists Board Members with direct inquiries and requests, travel arrangements, and lodging as needed.
• Maintains discretion and confidentiality in relationships with all Board Members.
• Manages Trustee Orientation Guide.
• Identifies areas and processes for improvement and makes recommendations for change.
• Manages additional projects as needed.

Skills and Requirements:

• Professional, gracious, flexible, dependable, and responsive attitude
• Strong organizational and planning skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
• Expert level written and verbal communication skills
• Demonstrated proactive approaches to problem-solving with strong decision-making capability
• Highly resourceful team player, with the ability to also be extremely effective independently
• Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of service and response
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
• Forward looking thinker, who actively seeks opportunities and proposes solutions
• Demonstrated skill in proofing materials with excellent grammar
• Strong office technology and project management skills desired
• Working knowledge of various databases and a willingness to learn
• Excellent organizational skills and ability to maintain and retrieve from a complex filing system
• Demonstrated excellent judgment
• Impeccable integrity and trustworthiness
• Handles sensitive information effectively and confidentially

Key Decisions and Challenges:

• Exercises judgment within defined practices and policies to resolve problems and make recommendations
• High degree of flexibility and ability to prioritize multiple tasks
• Ability to work independently under pressure and deadlines

Education and Experience:

• A four-year degree or an equivalent combination of education and relevant experience is required with a minimum of six to eight years of experience supporting C-Level Executives,
• Proficient in Microsoft Office Outlook, Word, Excel, Power Point, Teams, OneNote, and SharePoint
• Knowledge of Concur, Diligent, Fluxx, and Zoom, a plus.

COMPENSATION AND BENEFITS

The position is full-time, exempt. The salary for this position starts at $100,000 annually. Offers are based on the candidate’s years of experience and our practice of upholding salary equity within the foundation.

HYBRID WORK POLICY

The Packard Foundation’s current Hybrid Work Policy is that staff are expected to be in the office on Tuesdays and Wednesdays each week and may work remotely on Monday, Thursday and Friday.

COVID-19

The David and Lucile Packard Foundation requires that all staff be fully vaccinated against COVID-19, except as required by law. Any employment offer will be contingent upon satisfactory proof that you are fully vaccinated from COVID-19, subject to reasonable accommodations for medical or religious reasons, and/or as otherwise required by applicable law.

Job Type: Full-time

Pay: From $100,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Employee assistance program
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Parental leave
• Professional development assistance
• Retirement plan
• Tuition reimbursement
• Vision insurance

Schedule:

• 8 hour shift

Work Location: Hybrid remote in Los Altos, CA 94022