Executive Assistant (los altos)

The Population Program of the David and Lucile Packard Foundation is looking for a self-motivated, detail-oriented individual to provide executive administrative support to the new director and the senior program manager. The ideal candidate will play a central role in keeping the program organized, on schedule, and positive. Candidates must be highly organized and efficient, flexible yet thorough, and able to manage multiple tasks efficiently while working in a team environment. This position works with a team of committed and motivated staff members. Responsibilities include, but are not limited to, scheduling, event planning, international and domestic travel arrangements, and executive support.



For the last 40 years, the Foundation has tackled major reproductive health challenges in some of the least developed countries in the world and in the United States. The Population Program has an annual grants budget of approximately $34 million. Please see the Foundation’s Web site at www.packard.org for more information about the Foundation and the Population Program.



The executive assistant for Population Program reports to the director. The position will include, but not be limited to, the following duties:



• Administrative support for the director and senior program manager. Tasks include managing calendars, phones, and email; making domestic and international travel arrangements; and coordinating meetings and group events; and proofreading documents.

• Make the arrangements for the annual Advisory Committee meetings. Organize travel arrangements for domestic and international attendees

• Assist in preparation of correspondences and other documents, including the biweekly program status reports, and quarterly director reports to the Trustees

• Act as liaison with other departments and outside agencies, including senior-level management, Trustees, and high-level international consultants and advisors

• Represent the program director in a positive way both within the Foundation and in interactions with individuals and organizations external to the Foundation

• Schedule many meetings including one on ones with staff, team meetings, visits with grantees, and teleconferences with international advisors

• Organize and attend weekly management team meetings. Keep track of open action items

• Maintain overall program calendar, travels schedules, and staff vacation schedules

• Assemble in advance, relevant information for meetings, correspondence, and reports. Take notes and keep records of selected meetings as indicated in advance

• Process expense reports and invoices

• Undertake special assignments and research projects

• Organize and maintain files

• Support ongoing teambuilding within the program and across the Foundation

• Handle confidential and non-routine information



Knowledge, Skills, and Abilities

• BA/BS degree or equivalent education and experience

• Minimum four years administrative experience interacting at all levels within an organization

• Highly organized and detail-oriented

• Ability to work as part of a team as well as independently

• Excellent written and verbal communication skills

• Ability to interact in a professional, courteous, culturally sensitive, and tactful manner

• Excellent knowledge of MS Outlook, Word, PowerPoint, and Excel with a strong comfort level with computers and the Internet

• Initiative and ability to handle multiple priorities; independently manage and prioritize own time and use good judgment to handle non-routine matters. Interest in process improvements desired

• Ability to learn new computer programs such as MicroEdge GIFTS for grantmaking and accounting software for processing expense reports and invoices

• Ability to work well with a diverse staff

• High level of professionalism and confidentiality

• A sense of humor and ability to demonstrate grace under pressure are highly valued



Physical Requirements

Candidate must have the ability to communicate via voice telephone, read and understand written communication, and generate written communication manually and using the computer. Candidate must also be able to work at a desk for long periods of time (2-3 hours), lift and move documents and supplies (not to exceed 25 lbs.), and bend to file or retrieve documents.



Benefits and Salary

We offer an excellent benefits package and a salary that is commensurate with education and experience. The salary range is $43,000 (minimum); $54,000

(midpoint); $65,000 (maximum).



To Apply

Email a cover letter and resume explaining your interest and how your skills and background fit the position to jobs@packard.org. Please reference job number 07-10-3100R in the subject line or send to:



Human Resources

The David and Lucile Packard Foundation

300 Second Street

Los Altos, CA 94022





No phone inquiries, please.



The David and Lucile Packard Foundation is an equal opportunity employer and we welcome a diverse candidate pool.



The Foundation uses an outside firm to check the accuracy of information supplied by applicants.