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Administrative Assistant to the Executive Vice President of Community Action, Policy and Strategy

Employer
Silicon Valley Community Foundation
Location
Mountain View, California
Closing date
Feb 24, 2022

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Job Details

ABOUT THE OPPORTUNITY

This is a full-time, non-exempt level position in Mountain View, California.

SVCF’s work environment is based on a holistic wellness approach and therefore, has embraced a hybrid remote/office work environment. All SVCF team members must be based and hold residency in California and must be able to regularly attend team and staff meetings, trainings and other gathering in Mountain View when required.  When the SVCF office re-opens, this position will be expected to be on-site two times per week.  

All SVCF employees are required to provide proof of full COVID-19 vaccination.  New employees will be required to provide proof of full vaccination prior to onboarding.  New employees can be considered for a medical or religious accommodation by providing the appropriate accommodation documentation.  Documentation is provided upon request to Human Resources. 

Submit a resume with cover letter explaining your interest in the position and what you would bring to Silicon Valley Community Foundation and its team. Be prepared to share a portfolio of previous work examples relevant to the essential job duties, upon request.

JOB SUMMARY

Reporting to the Executive Vice President of the Community Action, Policy and Strategy (CAPS) division of Silicon Valley Community Foundation, this position will be responsible for managing calendars, coordinating meetings, preparing materials and presentations, reviewing mail, tracking invoices and data, preparing reports and answering phone calls.

The ideal candidate is mission-driven, detail-oriented, possesses high customer service acumen and can prioritize and manage different high impact tasks simultaneously, confidentiality and with sensitivity.

DUTIES AND RESPONSIBILITIES 

  • Manage daily calendars and assist with complex and heavy scheduling for and on behalf of the Executive Vice President; route inquiries from both internal and external colleagues, partners, and clients. Create scheduling polls to assist in scheduling internal and external meetings.
  • Research and/or prepare materials for meetings and presentations for internal and external audiences; compile reference material as needed. Prepare briefing materials for meetings and events. 
  • Provide support for a variety of division meetings, including preparing and distributing information and agendas pre and post meeting.
  • Provide full logistics support for in-office and remote events and meetings, including preparing materials, arranging catering, and assisting with conference room set-up and technology.
  • Coordinate logistical support for remote meetings such as setting up videoconference platforms, managing breakout rooms, and troubleshooting technical challenges
  • Support the division in preparing for Board meetings and other high-stakes meetings and convenings; ensure quality control of materials; upload to required board portal by deadline.
  • Manage SVCF’s sponsorships of community events and work cross-departmentally to maintain SVCF’s brand.
  • Coordinate and arrange travel logistics, including flights, hotels, ground transportation and any needed logistics such as maps, briefing and background materials.
  • Compile receipts and reconcile monthly expense reimbursements.
  • Assist with database management maintenance.
  • Maintain department’s electronic and hard-copy files. Photocopy, scan, and file confidential and highly sensitive documents.
  • Review communications, presentations, and documents for accuracy, completeness, format, and grammar.
  • Other related duties as assigned.

QUALIFICATIONS AND SKILLSETS

  • At least four years of relevant administrative experience.
  • Professional and personal alignment with Silicon Valley Community Foundation’s values and mission.
  • Interest in expanding knowledge in the evolving landscape of philanthropy.
  • Excellent written and oral communication, presentation and listening skills for diverse audiences.
  • Excellent interpersonal skills with an ability to work in a team environment and with diverse groups of people.
  • Commitment to customer service excellence and discretion with highly sensitive and confidential data.
  • Ability to multitask and meet deadlines within designated timeframes, as well as demonstrated resourcefulness in setting priorities, strong organizational skills, and exceptional attention to detail with the ability to work both independently and in a fast-paced, highly collaborative environment.
  • Open to learning new frameworks and thinking critically about improving existing methods or approaches.
  • Strong software skills in Microsoft Office Suite; Customer Relationship Management (CRM) systems, BOX and/or ability to learn.
  • Fluency in video conferencing platforms (Zoom).

Company

Our Vision:

Silicon Valley Community Foundation advances innovative philanthropic solutions to challenging problems, engaging donors to make our region and world a better place for all.

Our Mission:

Silicon Valley Community Foundation is a comprehensive center of philanthropy. Through visionary leadership, strategic grantmaking and world-class experiences, we partner with donors to strengthen the common good locally and throughout the world.

Our Values:

Our values guide us as we make important decisions that drive us toward improving our community and our world.

  • COURAGE - We tackle the toughest challenges. We speak up and take risks to fight for justice, equity and lasting systemic change. 
  • COLLABORATION - We partner with people everywhere. We learn from and work with each other, our community and nonprofit partners and donors to achieve positive impact.
  • INCLUSION - We elevate diverse voices. We are most impactful when our organization and  our work include people from varied backgrounds, opinions and perspectives.
  • RESPECT- We listen deeply and treat each other with kindness. We ask for and seek to understand the ideas of those we serve.
  • ACCOUNTABILITY - We take responsibility. We expect transparency and accountability from ourselves and the social systems we seek to improve.
Company info
Website
Telephone
650.450.5400
Location
2440 WEST EL CAMINO REAL NO 300
MOUNTAIN VIEW
CA
94040
United States

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