ABOUT THE FOUNDATION

The William and Flora Hewlett Foundation invests in creative thinkers and problem solvers working to ensure that people, communities, and the planet can flourish. Together with our partners, we are harnessing society’s collective capacity to solve our toughest problems — from the existential threat of climate change to persistent and pervasive inequities, to attacks on democracy itself. A nonpartisan philanthropy, the Hewlett Foundation has made grants in the U.S. and globally for nearly six decades based on an approach that emphasizes long-term support, collaboration, and trust.
Globally, we make grants to address both longstanding and emerging challenges like our efforts to advance gender equity and governance, reimagine the economy and society, and reduce the growing threat of climate change. Our U.S. efforts prioritize strengthening democracy, advancing education for all, and supporting community-led conservation. In the San Francisco Bay Area we call home, we make grants to support meaningful artistic experiences in local communities and support regional foundations working on critical issues such as housing. All of our grantmaking also invests in advancing racial justice and in strengthening the effectiveness of our grantees, and of philanthropy itself. The Hewlett Foundation’s assets are approximately $13.9 billion with annual awards of grants totaling more than $630 million. More information about the Hewlett Foundation is available at: www.hewlett.org
The foundation has approximately 130 employees, in programmatic, operational, and investment roles, located in the San Francisco Bay Area. Across the organization, our employees are challenged with meaningful work, have the resources for ongoing professional development and learning, and contribute to a collegial and engaging environment where they can thrive. We are committed to fostering a culture of inclusion as part of our guiding principles and encourage individuals with diverse backgrounds and experiences to apply.

POSITION OVERVIEW

The Senior Executive Assistant to the Vice President and Chief Operating Officer (VP/COO) plays a vital role in the day-to-day functioning and long-term impact of the foundation’s operational leadership. This role serves as the right hand to the COO, providing high-level administrative support while managing critical projects, facilitating cross-team coordination, and serving as backup support for the Office of the President. The position requires someone who can deftly prioritize competing demands, anticipate needs, and ensure the COO’s time and attention are optimally allocated to advance the foundation’s mission.

EXPERIENCE

• 7-10 years of experience in executive support at a senior level, with experience supporting operational leadership preferred
• Demonstrated track record managing complex calendars, communications, and competing priorities
• Experience with project management, particularly in tracking metrics and timelines
• Background in supporting team collaboration and facilitating cross-departmental work

SKILLS

• Exceptional organizational abilities with meticulous attention to detail
• Outstanding written and verbal communication skills
• Proficiency with Microsoft Office Suite (particularly Outlook, Word, Excel, and PowerPoint)
• Experience with Salesforce and Tableau dashboards preferred
• Ability to adapt to various project management tools (Smartsheets, Excel trackers)

Executive Operations

• Serve as a key connector between the COO and internal stakeholders, understanding the organizational hierarchy and priorities.
• Manage the COO’s complex calendar, strategically prioritizing meetings and protecting work blocks while maintaining an open-door policy.
• Ensure the COO is fully briefed for meetings, compiling background materials and synthesizing information from others.
• Manage and coordinate all COO travel logistics, including transportation, lodging, conference registrations, and meeting preparation; processing expense reports in Concur.
• Manage a high volume of communications, drafting correspondence, and escalating and following up as appropriate.
• Provide backup support to the Office of the President, including the Executive Operations Partner to the President and the Project Manager, ensuring seamless coverage during absences for high priority projects for the President and Board.

Project Management Support

• Monitor institutional dashboards related to grant pacing, budgeting, and other operational metrics, pulling monthly pacing reports, and keeping track of action items and deadlines.
• Support the COO in oversight of cross-functional initiatives and external projects, tracking milestones, identifying risks, and ensuring accountability for deliverables.
• Support the COO with budget management as needed.

COO Team Coordination

• Provide comprehensive meeting support for the COO team, including scheduling meetings, preparation of materials, taking notes during meetings, and tracking action items across the team.
• Organize the COO Team’s annual retreat, including venue logistics, meals, transportation, and planning coordination with the COO and internal leads.