Administrative Associate to the Director, Environment Program

The Administrative Associate/Administrative Coordinator will provide administrative support to the Program Director of the Environment Program and his staff on a variety of team projects and activities.

About the Environment Program

The Environment Program focuses on two issue areas: climate change and energy policy and western conservation policy. We are committed to clearly identifying our goals and measuring progress toward them. Additional information about the Program is available at www.hewlett.org/programs/environment.

About the Position

The Administrative Associate reports to the Environment Program Director and provides administrative and project-related support to him and his staff. The individual in this position also collaborates with other foundation staff on other organizational activities.

Essential Duties and Responsibilities

Provides primary administrative support to the Program Director

  • Efficiently manages the director’s complex calendar, providing information necessary for prioritizing these commitments and representing his interests as needed. Compiles background reading materials and any other relevant information for the director.
  • Answers and redirects incoming telephone calls, mail, and email. Independently handles routine inquiries and takes messages as needed.
  • Drafts business correspondence and responds to information requests.

Coordinates team activities

  • Manages administrative activities for the Environment team, including travel arrangements, conference registrations, and scheduling meetings.
  • Schedules, co-facilitates, and prepares the agenda for bi-monthly staff meetings, in consultation with the director and program officers.
  • Assists with researching, designing, and preparing background information for meetings and presentations. Compiles reference materials, prepares agendas, takes minutes, and closely monitors items that require follow-up and/or resolution.
  • Coordinates team events and convenings. Arranges logistics to meet transportation, space, catering, and technology requirements. Plans staff retreats and works with director on drafting agendas and compiling retreat materials. Leads team-building activities/energizers and co-leads sessions as needed.
  • Manages the Environment team’s docket process which includes preparing, formatting, and editing final versions of material for each of the three board meetings that happen in the year.
  • Responsible for tracking team and foundation-wide deadlines as needed.

Monitors financial commitments, policies and procedures

  • Prepares consulting agreements in collaboration with the director and other Environment team members, Legal and Finance departments. Serves as point of contact for consultants, providing guidance on billing and expense procedures and contract requirements. Maintains consultant database; researches and compiles information on prospective consultants and resources.
  • Prepares and submits expense reimbursements and works with Finance to facilitate invoice payments.
  • Collaborates with the director to monitor and reconcile the team’s administrative budget.

Required Skills and Knowledge

  • Associate’s degree or equivalent required; bachelor’s degree preferred.
  • Experience in administrative or support role, preferably in a nonprofit environment.
  • Interest in philanthropy, environment, or effective nonprofit management practices.
  • Excellent computer skills; proficiency with the Microsoft Office suite.
  • Strong organizational skills, sharp attention to detail, and commitment to producing quality results.
  • Proven ability to prioritize and handle multiple tasks independently, effectively managing shifting priorities and time-sensitive projects to meet deadlines.
  • Basic project management skills with an ability to quickly learn and understand new concepts and processes.
  • Excellent written and oral communication skills.
  • Ability to respond thoughtfully, promptly, and respectfully to various audiences.
  • Demonstrated experience working collaboratively and effectively with peers.
  • Excellent judgment, sense of discretion, flexibility, good humor and initiative.

Physical Demands/Work Environment

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.

While performing the duties of this position, the employee is required to spend extended periods of time at the computer. The person in this position is expected to be physically present at the foundation’s offices in order to accomplish the above duties.

How to Apply

Please send a resume and cover letter explaining how your skills fit this position to the attention of Human Resources, The William and Flora Hewlett Foundation at employment@hewlett.org (Subject Line: [Your Name] – Administrative Associate, Environment Program Application)

The William and Flora Hewlett Foundation is an equal opportunity employer.

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