Executive Assistant (MHF)

The Maxwell/Hanrahan Foundation - San Francisco Bay Area, CA; San Francisco (CA); Hybrid; USD 60,000 - 90,000; Part time

Job summary

The Maxwell/Hanrahan Foundation is seeking an entrepreneurial and energetic Executive Assistant to provide administrative and clerical support to the Board, Executive Director and Operations Director. The role involves coordinating meetings, managing the office, and supporting grantmaking activities in a lean, early-stage foundation.

The position offers growth as the foundation expands, with responsibilities across operations, communications, and events.

Qualifications

• Experience in administrative support, office management, grants coordination and project management preferred
• Collaborative and transparent, able to inspire confidence among staff and boards
• Thrives in a start-up environment with broad responsibilities
• Excellent oral and written communication skills
• Strong organizational skills with attention to detail and rigorous thinking
• Willingness to listen, ask questions, and seek advice when needed

Responsibilities

• Provide administrative and clerical support to the Board, Executive Director and Operations Director
• Coordinate meetings and events; manage office operations and assist with move plans
• Coordinate grants information, inquiries, and annual awards processes
• Support foundation communications and routine web updates
• Assist in project management or research related to operations
• Maintain memberships in philanthropic affinity groups

Skills

Interpersonal skills

Start-up environment

Organizational skills

Communication

Initiative & judgement

Team player

Listening & asking questions

Integrity & excellence

Attention to detail

Analytical problem solving

Tools

Google Suite

Outlook

Word

Excel

PowerPoint

Job description

The Maxwell/Hanrahan Foundation is looking for an entrepreneurial and energetic individual to join our team as an Executive Assistant. The right person is someone who is organized and detail-oriented, comfortable with a variety of tasks, quick to learn, collaborative and can think creatively. The foundation is in its early stages now and is poised to grow, while maintaining a lean staff and operations. In this start-up phase, we are looking for a flexible individual who is excited to jump in and support a variety of functions.

The Maxwell/Hanrahan Foundation’s mission is: To support innovative people working in field-based science, arts and crafts, teaching, and protection of the natural world.

The Foundation supports people who:

• Explore and ask, through fieldwork in natural sciences
• Create and captivate, as they promote mastery in the arts and crafts
• Teach and try, as they support students in public education
• Conserve and connect, as they encourage care for the natural world

The foundation was started in 2018 by Delle Maxwell and Patrick Hanrahan, and it is based in the San Francisco Bay Area. The foundation has four broad areas of current interest: protecting nature, teachers and classrooms, hands-on science and arts and crafts. The foundation has made grants to a range of nature and science-related organizations, and in 2020 made its first grant to support teachers in environmental science in the Bay Area. In 2020, the foundation also launched an individual awards program in field biology, recently awarding five, $100,000 awards to individuals at critical stages of their careers who have conducted unique and previously under-appreciated research in that field. For more information about the 2020 Field Biology Award winners, visit https://www.maxwell-hanrahan.org/field-biology-awards .

The foundation seeks an Executive Assistant who will provide administrative and clerical support to the Board, Executive Director and Operations Director. They will answer third party grant inquiries and general questions about the foundation; coordinate meetings and organize events; manage the office and any future move to a physical space; and support and coordinate grantmaking activities, as needed. The Assistant will report to the Executive Director.

This position will be part-time initially but could convert to full-time as the foundation grows.

Essential Duties and Responsibilities

• Administrative and clerical support of the Founders, Executive Director and Operations Director
  • Produce documents.
  • Schedule appointments and maintain the foundation calendar.
  • Answer general questions about the foundation.
  • Coordinate internal meetings and events, including arranging and attending board meetings and activities including preparing facilities, agenda, and draft minutes.
  • Assist in coordination with external back office support contractors.
• Office management
  • Maintain office supplies and equipment (including for remote staff) by assisting with procurement and routine maintenance and upkeep.
  • Manage incoming/outgoing mailings, copying and organizing material for meetings and database entry.
  • When a physical office is in place, help plan space allocations, layouts and moves as required.
  • Arrange for and supervise building maintenance, when applicable.
• Grants coordination and support
  • Answer third party grant inquiries, and/or elevate to the appropriate foundation contact.
  • Assist in tracking and gathering grants information and reports, as needed.
  • Support coordination of annual individual awards programs, including organizing nomination information, interactions with advisors, etc.
  • Coordinate additional meetings and events, such as in person committee meetings or recognition events.
• Maintain memberships in philanthropic affinity groups, as appropriate.
• Support foundation communications activities, including routine web updates/postings.
• Take on additional project management or research projects related to the foundation’s operations and/or core grantmaking needs.

Desired Competencies and Qualifications

• Experience with administrative support, office management, grants coordination and project management; nonprofit and/or foundation experience preferred
• A team-oriented person with great interpersonal skills
• Optimistic in outlook; friendly and people-oriented
• Thrives on variety and wearing multiple hats
• Comfortable in a start-up environment
• Willingness to listen and ask questions, and comfort giving and receiving advice
• Collaborative and transparent, and able to inspire confidence and trust among multiple stakeholders, including staff, Board and other organizations
• Holds unquestionable integrity and commitment to personal and professional excellence
• Displays excellent oral and written communication
• Takes initiative to get things done, while exercising strong judgement on when to elevate an issue
• Highly organized with an attention to detail and a commitment to rigor
• Strong analytical, research and problem solving skills
• Proficiency with Google Suite and Microsoft productivity software (e.g., Outlook, Word, Excel, PowerPoint)
• Willingness to support and promote an inclusive culture at the foundation
• Committed to the foundation’s mission to support innovative people working in field-based science, arts and crafts, teaching, and protection of the natural world

The foundation is an equal employment opportunity employer. The foundation has a commitment to diversity and encourages individuals with diverse backgrounds and experiences to apply.

Compensation and Location

Maxwell/Hanrahan Foundation offers an excellent benefits package and a competitive salary that is commensurate with experience. The position will be located in the San Francisco Bay Area, with remote work the first several months.