Job Description

A prestigious foundation is seeking a resourceful and detail-oriented Executive Assistant to support a member of its C-suite team. This role requires a professional who thrives in a fast-paced environment, leverages exceptional organizational skills, and is collegial and approachable in their interactions. The Executive Assistant will play a pivotal role in ensuring seamless operations and coordination across the foundation’s senior leadership, board members, and key projects.

Key Responsibilities:

• Draft emails and other communications on behalf of the C-suite executive.
• Ensure timely responses to inquiries and streamline correspondence processes.
• Assist in planning, managing, and executing special projects, which includes organizing activities, tracking progress, and driving implementation.
• Manage deliverables efficiently while maintaining clear communication with stakeholders.
• Attend board meetings alongside the executive, taking accurate and concise notes.
• Prepare meeting agendas, summarizations, and follow-up materials.
• Interact regularly with senior staff and board members to support preparation and logistics for board meetings.
• Coordinate logistics for foundation events, ensuring all operations align smoothly.
• Manage complex calendar schedules, prioritizing competing demands and providing solutions to scheduling conflicts.
• Organize travel arrangements when necessary.

Qualifications:

• 3-5+ years of experience providing executive support in an executive assistant, paralegal, or administrative assistant capacity
• Excellent organizational skills with impeccable attention to detail.
• Strong interpersonal and communication abilities; able to maintain professionalism in high-stakes interactions.
• Proficiency in Microsoft 365
• Must be collegial, approachable, and effective in fostering positive relationships internally and externally

Location: Menlo Park office (Tuesdays and Wednesdays, 9 a.m. - 4 p.m.); Remote other days (occasional availability for foundation meetings outside regular hours is appreciated but not required)

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