Mountain View, CA 94041
Position Announcement : Executive Assistant
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 grantmaker that invests primarily 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 English Learners in schools.
About the Position:
The Executive Assistant provides the highest level of executive and operations support to the Chief Executive Officer (CEO) in support of the Foundation’s goals. The executive assistant provides executive support to the CEO in a one-on-one working relationship. The executive assistant serves as the primary point of contact for internal and external constituencies on all matters pertaining to the duties and activities of the CEO and the administrative activities of the foundation. The executive assistant also serves as a liaison to the Board of Directors, the foundation’s management staff, and The Sobrato Organization. In addition, the executive assistant organizes and coordinates foundation staff meetings, staff celebrations, and other activities that promote a healthy and positive work environment. The executive assistant also supports the CEO in developing and scheduling outreach and community relation activities. The executive assistant will also be responsible for the completion of special projects that support the Foundation’s objectives.
The executive assistant must be creative and enjoy working within a small, fast-paced, entrepreneurial environment that is mission-driven, results-driven, and community-oriented. The executive assistant must have 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. Excellent written and verbal communication skills, strong decision-making ability and attention to detail are essential. The executive assistant must be able to work independently with little or no supervision and have the ability to manage multiple priorities while completing essential tasks as expected. The executive assistant must have the ability to work independently on projects, from conception to completion. This individual must quickly earn the trust of the CEO, Board of Directors, and foundation staff, in handling confidential information. The executive assistant must be exceedingly well organized, flexible and enjoy the challenges of a growing organization.
- Completes a broad variety of administrative tasks for the CEO including: scheduling and calendar management, completing expense reports, composing and preparing correspondence which is sometimes confidential; arranging travel plans, itineraries, and agendas; and compiling documents for travel-related meetings.
- Provides gatekeeping function, creating win-win situations for direct access to the CEO.
- Communicates directly, and on behalf of the CEO, with Board members, partners, community leaders and stakeholders, Foundation staff, and others, on matters related to CEO's programmatic initiatives and schedule.
- Researches, prioritizes, and follows up on incoming issues and concerns addressed to the CEO, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.
- Provides a bridge for smooth communication between the CEO and foundation staff; demonstrating leadership to maintain credibility, trust.
- Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO updated.
- Provides leadership to build relationships crucial to the success of the organization, and manages a variety of special projects for the CEO.
- Successfully completes critical aspects of deliverables with a hands-on approach, including drafting personal correspondence, and other tasks that facilitate the CEO's ability to effectively lead the company.
- Prioritizes conflicting needs; handle matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.
- Anticipates issues or needs in advance and works independently to address them, ensuring the smooth operation of the foundation and the effectiveness of the CEO.
Board Support and Liaison
- Serves as the CEO's administrative liaison to SFF's board of directors.
- Support the Board President as needed.
- Assists board members with scheduling meetings and meal planning as needed.
- 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.
- Coordinate scheduling and logistics for Board meetings in partnership with CEO and Board President.
- Prepare agenda and support materials for quarterly meetings and periodic updates, managing the process from start to finish.
- Draft minutes for CEO and Board President’s review and maintain all Board records.
Communications, Partnerships, and Outreach
- Ensures that the CEO's bio is kept updated and responds to requests for materials regarding the CEO and the foundation in general.
- Edits and completes drafts for written communications to internal & external stakeholders.
- Handle correspondence for external inquiries via email and phone.
- Serve as liaison to the Foundation’s corporate partner, The Sobrato Organization, supporting strong communications with back office staff.
- Coordinate media inquiries in a timely manner including any needed follow-up.
- Coordinate website and social media updates, ensuring all information about the foundation is accurate and timely.
- Supports the coordination of event and meeting planning, including communications, meeting materials, speaker confirmations and support as well as logistics related to facilities, catering, and A/V support.
- Oversee the budget for the administrative activities of the foundation.
- Serve as liaison with TSO finance; oversee tracking and coding of invoices.
- Support senior leaders as necessary.
- Utilize strong analytical skills to prepare reports, presentations, and other documents as necessary with meticulous attention to detail.
- Provide effective information management across email, phone, calendars and other systems.
- Coordinate work with outside legal counsel and insurance brokers, discerning when consultation is needed.
- Manages the office supplies & kitchen supplies on behalf of the foundation.
- Organize and preview internal expense reports and invoice requests for CEO.
Qualifications and Abilities:
- Bachelor's degree required.
- Strong work tenure: five to 10 years of experience supporting C-Level Executives.
- Experience and interest in internal and external communications and partnership development.
- 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.
- Performance is guided by the highest expectations for personal and organizational standards and achievement.
- Can manage interruptions graciously and effectively.
- Ability to execute special projects as assigned.
- A strong sense of self-confidence, self-awareness, and a self-starter
- Ability to recognize and flag salient business issues.
- 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 customer/client 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.
- Salary commensurate with experience
- Highly competitive benefits package
- Full-time, exempt position
Equal Employment Opportunity:
The Foundation is an equal opportunity employer, welcomes a diverse pool of applicants, and makes employment decisions on the basis of merit. Foundation 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.
Physical Demands and Working Conditions:
This is a full-time, forty-hour per week position, though additional hours and evenings may be necessary to attend events and functions. Work will include long periods of sitting and standing and driving, so reliable transportation and a valid driver’s license is required. Time will be spent on the phone and sitting in front of a computer. Some lifting up to 15 pounds may be required.