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Executive Assistant

Job Description

Full Job Description

Executive Assistant to the Chief Administrative Officer

Job Type: Full-time

Pay: $93,660.00 - $139,660.00 per year

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 diversity, equity, and inclusion values 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
The executive assistant will provide day-to-day administrative, logistical, project support and process management to the chief administrative officer (CAO). This position is a member of a larger CAO team that consists of six key functions (communications, facilities, finance, grants administration, human resources and technology) at the foundation. As such, the executive assistant will also provide team-level administrative support to the six CAO leaders, which will include assistance with scheduling and organizing group meetings and help in the planning and execution of other CAO team-led projects.

This position requires an individual who is resourceful, takes initiative, anticipates needs and demonstrates excellent follow-through with accuracy. Strong interpersonal skills and the ability to build and maintain positive working relationships with staff at all levels of the organization are expected. The candidate must be a team player, 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, and the individual must demonstrate the ability to work with confidential information and exhibit a high degree of trustworthiness.

The executive assistant will be based at our main office in Palo Alto, CA. Due to the COVID-19 pandemic, our offices are currently open for use on a voluntary basis and the foundation will not require staff to work at their assigned office location before January 9, 2023. Once our offices fully reopen, the foundation will shift to hybrid working arrangements. The executive assistant position requires high-level of visibility and interaction with staff at all levels and will be expected to work onsite approximately two days each week.

Key Responsibilities

Chief Administrative Officer Support

  • Calendar management for CAO’s internal and external meetings using insight, decision-making, prioritization skills and effective coordination with other assistants and colleagues.
  • Act as the administrative point of contact between the CAO and internal and external colleagues, representing the CAO in a positive way in interactions with individuals at all levels.
  • Help to maximize CAO’s effectiveness by managing priorities and ensuring deadlines are met. Prepare CAO with necessary materials in advance of meetings, events and presentations.
  • Compile materials needed for presentations and/or decision-making processes. Implement processes for collecting and synthesizing information for analysis, reporting and decision-making.
  • Assist in scheduling and planning for meetings and events, which may include coordinating arrangements for participants, handling logistics and preparing and disseminating materials.
  • Coordinate scheduling, agenda preparation, logistics and distribution of materials for other CAO-led cross-organizational efforts.
  • Prepare and process CAO’s expense reports and reimbursements. Process invoices and coordinate vendor contract paperwork and serve as point of contact for vendors and the Finance team on billing matters.
  • Monitor incoming expense reports, invoices and time-off requests from CAO leaders, ensuring policy compliance and timely review and approval by the CAO.
  • Arrange CAO’s business travel plans and itineraries in accordance with the foundation’s travel policies.
  • Organize and maintain CAO’s general and confidential Box files.
  • Other duties and/or projects as assigned by the CAO.

CAO Leaders and Team Support

  • Coordinate scheduling, agenda preparation and distribution of materials for CAO leaders’ meetings and all-CAO team meetings.
  • Coordinate scheduling of CAO leaders’ large group internal and selected external meetings.
  • Coordinate internal deadlines on CAO leaders’ and other team members’ calendars and as needed, coordinate review and submission of materials.
  • Provide administrative support for CAO team-led projects and other working groups, including preparing meeting agendas, materials, scheduling, and proofreading.
  • Organize and maintain CAO team materials including agendas, Box files, meeting notes, and other related documents/files.
  • Manage membership in CAO Teams channels.
  • Help support team building initiatives, and efforts to track, highlight and celebrate important team moments and milestones.

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

  • Minimum of five years of relevant experience in an executive support position.
  • High school diploma required. Some college or college degree preferred but not required.
  • 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.
  • Experience in compiling materials and information for analysis, reporting, submission and decision-making. Demonstrated expertise in ensuring document control and organization. Working knowledge of Smartsheet or SurveyMonkey is a plus.
  • Interest and experience in providing support across a team, including scheduling, event coordination and materials management.
  • Excellent written and verbal communication and interpersonal skills, demonstrating a high level of professionalism in all interactions.
  • Willingness to support and promote the foundation and colleagues through a commitment to the foundation’s goals for Diversity, Equity, and Inclusion.
  • Ability to cultivate positive working relationships and gain the trust and respect of individuals at all levels, both internal and external to the foundation. Model humility, teamwork and collaboration.
  • Well-developed organizational skills and attention to detail.
  • Highly collaborative, flexible, and responsive. Works closely with and through others to get things done. Openly communicates and sources information.
  • Comfortable and competent working with multiple schedules to find meeting times that work for all required parties.
  • Acts with discretion at all times including dealing with confidential and sensitive information.
  • Strong decision-making abilities and good judgment.
  • Ability to juggle many projects simultaneously and under tight deadlines.
  • Demonstrated resourcefulness and ability to take the initiative to do whatever is needed with a positive attitude.
  • Possess self-discipline and the ability to work independently.
  • Open to feedback, coachable and willing to follow directions. Regularly seeks feedback on performance and areas for growth.
  • Availability to work onsite at the foundation’s Palo Alto office approximately two days each week.
  • Perform duties outside of normal business hours when necessary.
  • Interest in the work of the foundation and CAO team.

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 position is a non-exempt position, and the salary range is between $ $93,660 and $ $139,660 per year. Offers are based on the candidate's years of experience 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 hr@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.

The Moore Foundation requires that all employees are up to date on their COVID-19 vaccinations, subject to legal accommodation. Any employment offer will be contingent upon satisfactory proof that you are up to date (as defined by the CDC definition and subject to change over time), subject to legal accommodation.

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