Sr. Executive Assistant to the COO

William and Flora Hewlett Foundation; Menlo Park (CA); Hybrid; USD 135,000 - 170,000; Full time

Job summary

The William and Flora Hewlett Foundation seeks a Senior Executive Assistant to support the VP and COO, managing calendars, facilitating teamwork, and overseeing projects. This hybrid role requires significant experience in executive support and strong organizational, communication, and problem-solving skills. The position offers competitive compensation within the philanthropic sector and embraces diverse candidates.

Qualifications

• 7-10 years of experience in executive support at a senior level.
• Track record managing complex calendars and communications.
• Experience with project management, particularly tracking metrics.

Responsibilities

• Serve as key connector between COO and internal stakeholders.
• Manage the COO's calendar and travel logistics.
• Provide comprehensive meeting support for COO team.

Skills

Organizational abilities

Communication skills

Problem-solving

Attention to detail

Tools

Microsoft Office Suite

Salesforce

Tableau dashboards

Job description

Career Opportunities with The William and Flora Hewlett Foundation

A great place to work.

Careers At The William and Flora Hewlett Foundation

Current job opportunities are posted here as they become available.

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.

Key Responsibilities

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.

Qualifications

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)

Personal Attributes

• Execution-focused with a high degree of follow-through
• High emotional intelligence and tactful interpersonal skills
• Proactive problem-solver who can anticipate needs before they arise
• Calm under pressure with the ability to pivot quickly between tasks
• Collaborative team player who also works effectively independently
• Commitment to operational excellence and continuous improvement
• Strong judgment and discretion when handling sensitive information

The physical demands described are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

The position is based in Menlo Park, California. Staff are working in a hybrid environment and currently expected to work from the Hewlett Foundation office at least 2-3 times per week (Tuesdays and Wednesdays are required). This role will occasionally require more days in the office, as needed to align with the COO’s schedule. While performing the duties of this position, the employee is required to spend extended periods of time at a computer.

Compensation and Benefits

The Hewlett Foundation is committed to providing compensation that is competitive within the philanthropic sector. We offer a generous total compensation package that emphasizes both base salary and comprehensive benefits . The salary range for this role starts at $135,000-$170,000. Offers are based on the candidate's years of experience and our practice of maintaining salary equity within the foundation.

To Apply

Please apply online and submit a resume and cover letter explaining how your skills fit this position.

The William and Flora Hewlett Foundation embraces the importance of diversity, equity, and inclusion, both internally in our hiring process and organizational culture, and externally, in our grantmaking and related practices. We are an equal opportunity employer, and welcome applications from people of all backgrounds, cultures, and experiences.