Administrative Assistant

Established in 2006 by Wendy and Eric Schmidt, The Schmidt Family Foundation (TSFF) supports communities worldwide to build resilient systems for food, water, and human health. Through community-, market- and technology-based approaches, TSFF promotes an intelligent relationship between human activity and the planet’s natural resources. TSFF pursues its mission through three innovative and thoughtful strategies:

1) The 11th Hour Project;

2) the Impact Investment Program; and

3) Schmidt Marine Technology Partners.

As a grant making arm of TSFF, The 11th Hour Project supports organizations that address the environmental and human rights implications of a linear, extractive economy and support the communities that are often at the frontlines and fence lines. Our team works at the nexus of energy, food & agriculture, and human rights. More information on the foundation can be found at www.11thhourproject.org.

TSFF intentionally fosters a warm and collegial culture where autonomy and listening are valued.  We are also deeply committed to promoting racial equity through staff-driven learning and discussion groups, and working groups incorporating diversity, equity, and inclusion across our hiring, grant making, and operations.

ABOUT THE POSITION

The 11th Hour Project is looking for an exceptional candidate to support the Emerging Strategies program across a range of administrative capacities that will enable the effective operation of the program.  This position will report to the foundation’s Operations Director. 

The Administrative Assistant must have an excellent work ethic, be highly skilled at setting priorities, possess initiative and bring to their work a strong attention to detail. The successful candidate will be collaborative/relationship-oriented, organized, and exercise a high degree of emotional intelligence.  This position is based in Menlo Park, California.

ESSENTIAL DUTIES & RESPONSIBILITIES

• Support Emerging Strategies Team, specifically the Vice President of Programs and Senior Program Manager, with program administration including but not limited to:
  • Scheduling meetings and phone calls
  • Tracking and maintaining grants spreadsheets as well as supporting program budgeting processes
  • Organizing and responding to email
  • Making travel arrangements, including booking flights, cars, and hotel or restaurant reservations
  • Submitting expense reports for Emerging Strategies team
  • Assisting in planning of special events (internal and external)
     
• Serve as a liaison between the Foundation’s grants management team, Emerging Strategies team and grantees to ensure seamless and well supported grants processing
• Support foundation’s grants management team, including assistance with grants processing as needed
• Assist with other administrative activities and special projects
   

SKILLS & EXPERIENCE DESIRED

• Excellent team collaborator to work flexibly and interactively within grants management and across program teams as well as building strong working relationships with key external stakeholders.
• Thrives in an administrative supporting role with the ability to understand organizational structure and work through administrative systems,  enjoys process improvement and possesses a keen attention to detail-oriented work
• Demonstrated aptitude for project and program administration
• Ability to work in a small organization with an emphasis on teamwork
• Articulate writer and polite and professional communication style via phone, e-mail, and mail
• Ability to be flexible and forward-thinking to envision and enact solutions
• Ability to work on a wide range of projects, prioritize tasks, manage time effectively and meet deadlines
• Fluency in MS Office and Google Docs strongly preferred
• Fluency with Salesforce or other online databases preferred

ACCESS NEEDS

Must be able to use a computer and communicate by video call or telephone for extended periods of time