Cupertino, CA 95014
Position Announcement : Executive Assistant/ HR Manager
The Sobrato Family is committed to building a strong and vibrant Silicon Valley community through business and philanthropic leadership. To support these efforts, the Sobrato Family Foundation operates as a place-based grant maker that invests exclusively in organizations serving those most in need in Santa Clara, San Mateo and Southern Alameda counties. The Foundation’s portfolio utilizes both cash and real estate to achieve maximum impact, providing multi-year cash grants for general operating support and in-kind office and meeting space at its three nonprofit centers located in Redwood Shores, San Jose and Milpitas. SFF has two strategic grantmaking platforms: 21st Century Education and Pathways for Success. SFF also supports special initiatives such as its Sobrato Early Academic Language program (SEAL) in schools serving preschool-grade 5.
About the Position:
SEAL (Sobrato Early Academic Language) is a program within the Sobrato Family Foundation and successfully operating in over 100 schools across 20 Districts throughout California. After 10 years of rapid growth, continued success, and ripe opportunities throughout the state, SEAL will be spinning off to become its own independent nonprofit organization. We are beginning to build our own governance and organizational infrastructure. This position is critical to supporting the transition from being a program within the Foundation into an independent organization and managing relationships, systems, and processes through the transition. Interfacing with the Foundation to understand current operations, analyzing needs for new operations and functions, and managing the transition will all be important elements of this position. Two key areas of development are establishing a new independent Board and transferring our staff from that of the Foundation to that of SEAL as an independent nonprofit orgnaization. This position is integral to both of these efforts.
As executive assistant, this position will provide the highest level of executive and administrative support to the Executive Director (ED) in a one-on-one working relationship. This position will serve as the primary point of contact for internal and external constituencies on matters pertaining to the duties and activities of the ED and the administrative activities of the organization. A key role will be to serve as a liaison to the Board of Directors, the organization’s management staff, and The SEAL Organization. The executive assistant will also be responsible for the completion of special projects that support SEAL’s objectives.
As human resources manager, this position will develop and administer human resource programs, activities, information, and procedures in support of SEAL’s needs. The SEAL HR manager is responsible for talent acquisition and management of our greatest resource, our people. This position is integral to supporting the transition of staff from that of the Foundation to SEAL as an independent nonprofit organization. As we spin off into our own nonprofit and continue to build our operational infrastructure, this position will interface on some key HR responsibilities with the Foundation’s Senior HR Manager and will work closely with the Personnel Committee in leading our staff through our transition. This position answers employees’ HR program and procedure questions and provides the Chief Finance and Administration Officer with reports and analysis on HR activities.
This position requires creativity and enjoying working within a small, fast-paced, entrepreneurial environment that is mission-driven, results-driven, and community-oriented. The ability to exercise good judgment in a variety of situations, work under pressure, be proactive, resourceful and efficient, with a high level of professionalism is critical for this role. Excellent written and verbal communication skills, strong decision-making ability and attention to detail are essential. Working independently from conception to completion, and the ability to manage multiple priorities while being exceedingly well organized, flexible and enjoying the challenges of a growing organization are all key competencies. This individual must quickly earn the trust of multiple stakeholders, be a team player, and have strong business acumen and excellent process management. As HR Manager, it is critical to be dependable and responsible in maintaining confidential information. Strong oral, listening and written communication skills are also essential.
Essential Duties and Responsibilities:
- Completes a broad variety of administrative tasks with a hands-on approach to support the ED including: drafting personal correspondence, travel plans, preparing documents and other tasks that facilitate the ED's ability to effectively lead the company. Handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the ED, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Coordinate the scheduling, logistics, and location of organizational meeting, events, programs, and trainings as needed.
- Provides a bridge for smooth communication between the ED and organization staff; demonstrating leadership to maintain credibility, trust. Provides gatekeeping function, creating win-win situations for direct access to the ED.
- Anticipates issues or needs in advance and works independently to address them, ensuring the smooth operation of the organization and the effectiveness of the ED. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the ED updated. Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the ED.
Board Support and Liaison
- Serves as the ED's administrative liaison to SEAL's board of directors. Communicates directly, and on behalf of the ED, with Board members, staff, and others, on matters related to ED's programmatic initiatives and schedule. Maintains discretion and confidentiality in relationships with all board members.
- Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
- Support the Board President as needed to coordinate scheduling and logistics for Board meetings in partnership with ED and Board President. Assists board members with scheduling meetings and meal planning as needed.
- Prepare agenda and support materials for quarterly meetings and periodic updates, managing the process from start to finish. Draft minutes for ED and Board President’s review and maintain all Board records.
Human Resource Support and Liaison
- Develop and manage the organization’s programs or procedures related to compensation, performance reviews, training and development, educational opportunities and employment. Performing analysis of market as needed to remain competitive in talent acquisition and retention.
- Coordinate the organization’s candidate recruitment process, including job postings, responses to applicants and tracking of applicants, and the scheduling and locations of interviews.
- Support the SEAL culture and talent management in recruitment and retention of best talent in achieving highest performance and impact of our work.
- Coordinate information related to on-going changes, new hires and terminations and compensation adjustments, leaves of absence, vacations, as needed.
- Maintain employee files ensuring the confidentiality and accuracy of employee information. Manage HR reporting by coordinating reports from the HRIS and other systems and completing analyses on an as-needed basis, such as staff capacity, performance reviews and any salary adjustments.
- Develop, distribute and maintain employee welcome package, employee handbook and orientation information, ensuring they are uploaded as needed onto SEAL’s internal site. Deliver and support investment in onboarding staff and understanding of their roles within SEAL and their contribution to our overall mission and goals.
- Support SEAL executives and employees through SEAL transition of staff into new organization
Education and Experience:
- Bachelor's degree required.
- Strong work tenure: five to 10 years of experience supporting C-Level Executives and prior HR and nonprofit experience a plus.
- Proficient with Mac, Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media platforms.
- Outstanding verbal, written and interpersonal communication skills. Ability to write clearly and succinctly; is a competent proof–reader and meeting note-taker.
- A strong sense of self-confidence, self-awareness, and a self-starter. Can manage interruptions graciously and effectively.
- Highly resourceful team-player, with the ability to also be extremely effective independently. Forward looking thinker, who actively seeks opportunities and proposes solutions.
- Proven ability to handle confidential information with discretion, be adaptable to various competing demands, and demonstrate the highest level of customer/client service and response.
- Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment. Performance is guided by the highest expectations for personal and organizational standards and achievement.
- Ability to execute special projects as assigned.
- Not Applicable currently but may be in future.
The organization’s headquarters is located in an office building. Job demands may require long periods of sitting; telephone work and/or computer work, as well as interactions with other staff members, external vendors and SEAL external constituents. Position may require occasional lifting of heavy boxes, up to 40 pounds, and filing in lateral and upright file cabinets.
- Less than 5% travel within the US.
- Perform all other duties and projects as required.
- Salary commensurate with experience
- Highly competitive benefits package
- Full-time, exempt position
Equal Employment Opportunity
The Sobrato Family Foundation is an equal opportunity employer, welcomes a diverse pool of applicants, and makes employment decisions on the basis of merit. SFF's policy prohibits unlawful discrimination based on race, color, religion, gender, sexual orientation, pregnancy, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, military service, legally protected medical condition, or any other consideration made unlawful by federal, state, or local laws.