Executive Assistant, Operations

The Susan Thompson Buffett Foundation; United States; Remote; USD 114,000 - 130,000; Full time

Job summary

The Susan Thompson Buffett Foundation is seeking an Executive Assistant to support the COO and Chief of Staff, managing complex calendars, travel logistics, and broad administrative needs across the Operations team. This remote-eligible role requires proactive, mission-driven work ethic.

Ideal candidates will have at least 6 years of executive support experience, excellent written and verbal communication, and strong Microsoft 365 proficiency for documents, reports, and events.

Qualifications

• Minimum of 6 years experience supporting executives in medium-to-large organizations.
• Excellent written and verbal communication skills.
• Demonstrated ability to steward executive time and prioritize accordingly.
• Experience managing administrative processes independently for executives.
• Proficiency with Microsoft tools (Word, Excel, Outlook, Teams, SharePoint, OneDrive, OneNote, CoPilot).

Responsibilities

• Provide full calendar management for the COO and assist Chief of Staff with complex meetings across time zones.
• Coordinate international and domestic travel logistics for the COO and travelers.
• Prepare meeting agendas and assemble materials; submit monthly expense reports.
• Support office logistics, events, and internal communications for the Operations team.
• Assist with SharePoint maintenance, documents, and newsletters.

Skills

Calendar management

Executive support

Communication

Time management

Microsoft 365

Tools

Microsoft Word

Excel

Outlook

Teams

SharePoint

OneDrive

OneNote

CoPilot

Job description

This remote role reports to the COO’s Chief of Staff. The Executive Assistant will manage the COO’s calendar and provide other administrative support for the COO, the COO’s Chief of Staff, and for Operations Team projects and events. The ideal candidate has an ability to anticipate and proactively address needs, exercises patience amid change and ambiguity, and has a willingness to take on tasks of all sizes. A commitment to mission-driven work and to the Foundation’s dual mission is also critical to success. This is not an entry level role – it requires a minimum of 6 years in similar roles supporting executives.

About The Susan Thompson Buffett Foundation

The Susan Thompson Buffett Foundation (STBF) is a private grant-making foundation with a U.S. home office in Omaha, Nebraska and a global home office in Kigali, Rwanda. Our staff is comprised of more than 100 individuals across two continents. With annual spending in excess of $1 billion, we are one of the largest private foundations in the U.S. The Foundation is unusual among donors of its size in that it focuses on just two primary areas of grantmaking: (1) supporting women’s health and reproductive freedom in the U.S and around the world, and (2) enabling low-income students in Nebraska to attend and succeed in college. Unlike most foundations, STBF will not exist in perpetuity. After Mr. Buffett passes away (born in 1930), the Foundation’s grantmaking will increase substantially and then sunset over approximately 10-15 years.

Description

Unit Summary

The Operations unit (aka COO remit) manages the key components that drive organizational effectiveness, focusing on Human Resources, IT Operations, Global Operations, Security, Facilities, Travel, and Events. The Operations unit ensures seamless integration of, and alignment with, the Foundation’s mission and values. Our unit is responsible for implementing best practices, driving efficiency, and fostering collaboration across the Foundation.

*This role is remote-eligible, with a preference for applicants to be based in a central or eastern time zone.

*The selected incumbent will be expected to travel to Omaha about 6 times per year and elsewhere about 2 times per year for staff meetings.

*This role is based in the U.S. Applicants outside the country will not be considered.

*Applications will be accepted until October 5, 2026.

Responsibilities

Complex Calendar Management

• Provide full calendar management support to the COO and light calendar management support (e.g., for travel and complex meetings) for the Chief of Staff to the COO.
• Oversee the COO’s long term and daily calendar, working directly with the COO and on the COO’s behalf to schedule meetings, strategically manage time, and rearrange calendar as needed to accommodate changes. This involves working across domestic and international time zones.
• Provide international and domestic travel logistics support for the COO and fellow travelers, as needed.
• Generate regular reports on COO calendar and time use to facilitate discussions on time management and priorities.

Administrative Process Management

• Manage and track documents for COO signature.
• Solicit, and at times create, meeting agendas for the COO’s meetings.
• Compile materials for meetings and events.
• Submit monthly expense reports for COO and Chief of Staff to the COO.
• Other administrative support as needed.

Events, Office Management, and Projects

Manage logistics for internal events, including but not limited to:

• Operations Team In-Person meetings and retreats (virtual and in person).
• All Foundation Team meetings and retreats (virtual and in person).

Assist on Operations Team Projects including but not limited to:

• Consolidate, format, and proofread quarterly internal newsletters.
• Maintain Operations team calendar, including team-wide meetings, PTO, and birthdays.
• Maintaining Team SharePoint site and files.

Assist Omaha Operations Manager during times when large numbers of remote staff are in office, including but not limited to:

• Order and set up supplies and food for team-building meals and activities in the Omaha Office.
• Ensure office supplies and kitchen items are re-stocked as needed.

*These responsibilities will likely change or evolve over time in alignment with the Foundation’s needs and initiatives.

Qualifications

Background and Experience

Required

• At least 6 years of experience supporting an executive in a medium-to-large-sized organization, including calendar management and general administrative support.
• Excellent written and verbal communication skills.
• Demonstrated ability to steward executive time strategically and support priority/time alignment.
• Experience successfully managing administrative processes independently on behalf of executives.
• Strong proficiency with Microsoft tools including Word, Excel, Outlook, Teams, SharePoint, OneDrive, OneNote, and CoPilot.

Preferred

• Experience with nonprofit, philanthropic, or mission-driven organizations.
• Experience working with a globally distributed team.

Attributes for Success

• Respectful Collaborator – You approach all interactions with respect for others, recognizing that everyone’s work and time is valuable.
• Service-Oriented – You thrive in a service-oriented role where no task is too small.
• Flexible – You are comfortable with ambiguity and organizational change and don’t mind rearranging calendars, travel, and processes to accommodate shifting …

Our Commitment to Equal Opportunity

We are committed to creating a workplace where employees thrive both personally and professionally. This includes not only creating a diverse team where everyone feels represented, respected, and included, but also embedding these values across our work and practices. All applicants should expect equality of opportunity and fair treatment without regard to any protected characteristics.

Our Commitment to Pay Transparency

STBF is committed to pay transparency and fairness. The salary range for this position is $114,000 – $130,000 per year, which reflects our good faith estimate of what we expect to offer. Where a candidate falls within – or, in special circumstances, above – this range will depend on factors such as experience, skills, qualifications, and internal equity. We encourage open discussions about compensation throughout the hiring process.

Shared Values

• A genuine understanding of, and appreciation for, the significance of our values: (1) Respect for Donor Intent, (2) Integrity, (3) Humility, and (4) Love of Humanity.
• An alignment with the Foundation’s progressive values, including unambiguous support for individual reproductive freedom.

Salary

$114,000 - $130,000 per year