SHAREExecutive Assistant to the Vice President of Programs
Background
The Evelyn and Walter Haas, Jr. Fund is a private family foundation established in 1953 and located in San Francisco. Its mission is to fulfill the founders’ vision of a just and caring society where all people are able to live, work and raise their families with dignity.
The Haas, Jr. Fund has more than $400 million in assets and to date has awarded almost $390 million in grants. It currently has a staff of approximately 25 people. Guided by the values of fairness, equality and opportunity, the Fund is compelled to confront injustice and some of society’s most difficult issues. Motivated by its values, the Fund works at the local, state and national levels to improve the lives of low-income families and children and revitalize the neighborhoods where they live; promote equal rights and opportunity, with emphasis on immigrants and gays and lesbians; ensure members of our community have access to and benefit from the Bay Area’s extraordinary cultural and civic assets; and invest in the leadership of its nonprofit partners. (For more information, visit www.haasjr.org.)
The Position
The Haas, Jr. Fund seeks an experienced, full-time executive assistant who will support the Vice President of Programs (VPP). Reporting to the VPP, s/he will ensure the effective daily operation of a fast-paced, professional office. The individual serves a key liaison function between the VPP and all other organizational departments, assists with VPP grant making activities and special projects, and works as a member of the Fund’s administrative team.
Principle Duties and Responsibilities
Manage day to day operations of the VPP’s office (20%)
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Receive, screen, prioritize and respond to internal and external communications and requests on matters requiring VPP’s attention
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Schedule, confirm and calendar meetings, appointments and special events
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Prepare VPP for meetings by providing appropriate materials and directions
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Return phone calls in a gracious and responsive manner
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Plan, set up and host meetings and events convened by VPP
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Make travel arrangements and reservations, and coordinate travel meetings
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Process incoming and outgoing mail
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Copy and print materials
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Prepare expense reports
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Maintain files and enhance office procedures and systems
- Provide additional special project and administrative support as needed, including occasional personal assistance
Liaison with other Fund departments & functions (20%)
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Communicate with President’s office, Program staff members, other departments (Communications, HR, and Finance) and outside individuals and groups to assist VPP in efficient management of work and schedule
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Manage complex multi-party scheduling
- Manage VPP contacts and coordinate with Communications’ CRM database
Writing and research (20%)
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Edit, format and draft a variety of routine and complex written materials, including memos, correspondence and reports
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Research topics for VPP and prepare written presentation of research for review; web searches and synthesis of information
- Take minutes during meetings
Assist with VPP grantmaking and special projects (35%)
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Assist VPP with grant tracking oversight
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Be a team member with other Program administrative support staff to proactively ensure a smooth and responsive grantmaking process; this includes direct support for VPP grantmaking (e.g., Team Up, Cal Diversity, and special events grants), duties as assigned to maintain our FGM gratmaking database, and back-up responsibilities as needed for other Program administrative staff.
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Grantmaking support to provide quality customer service to grantseekers, grantees and funding partners; monitor and track grants against service targets/timelines; draft grant agreements and award letters; ensure the completeness and timeliness of grant applications and files; coordinate grant reports and payments; and help create, edit and assemble the thrice-yearly Board docket.
- Assist with VPP special projects, such as organizing archival records for Fund’s program legacy project.
Thrice-annual board meeting dockets (5%)
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Prepare and monitor grantmaking index
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Assist with VPP Report, President’s Report, and board presentations
- Work as a team member to edit, proof and assemble the docket
Skills and Qualifications
Efficiency, attention to detail, accuracy and follow-through, along with superb customer service and exceptional editing and writing skills, are all central to this role.
Experience & education:
- Five years experience as assistant to executive level professional; nonprofit or foundation experience preferred; college degree
Organizational skills:
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Superior organizational skills with a high level of productivity and efficiency; project management skills a plus
- Proven ability to take initiative, respond to shifting priorities, and anticipate what needs to be done without being told; a proactive problem solver
Technical skills:
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Exceptional skills and accuracy in editing, writing and proofing a variety of complex documents
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Experienced PC user with excellent skills in Microsoft Word, Excel and Power Point; excellent typing skills; knowledge of philanthropic grants databases a plus
- Comfort performing web-based research and working with financial data and computer databases
Interpersonal & communication skills:
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Outstanding written and verbal communications skills; personal maturity and self-confidence, ability to command and get the cooperation of others with respect and tact; good judgment, utmost integrity and great discretion in handling confidential information
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Intellectual curiosity: interest in learning about and identifying what is most relevant and important in the Fund’s work; willingness to ask questions and to press for clarity when needed
- Capacity to work independently and as a strong team player under times of pressure without loss of poise, grace and good humor
Interested parties, please submit by September 7, 2011 a thoughtful cover letter explaining how your experience and qualifications match the needs of this position, and send it along with your resume as a Word attachment or pdf to inquire@unsworthpersonnel.com. Please do not contact the Haas, Jr. Fund directly. For more information about the Fund, please visit our website at www.haasjr.org.
We seek broad diversity in the makeup of our staff.
