Executive Assistant and Office Manager

The Garfield Foundation supports organizations led, inspired and managed by committed professionals who demonstrate the skills and passion to realize their vision through strategies like these.  A private grantmaker, the Foundation supports holistic solutions in two key areas: environmental sustainabilitiy and community revitalization.  Foundation grants stimulate action - to educate, influence, and mobilize.  The ultimate goal: a more equitable, prosperous, and sustainable global society. 

Position Overview:

I am a  Program Director (PD) with 20 years of philanthropy and non-profit experience looking for a full-time Executive Assistant/Office Manager (EA).  The position is based in my home office in Berkeley, where, under the umbrella of the Garfield Foundation and the Rockefeller Family Fund, we are managing a $5M + grant-making portfolio that supports a network of 120 advocacy organizations who are working to fight dirty coal, increase renewable energy, promote energy efficiency and reduce global warming.  The project, known as RE-AMP, was recently nominated for the Council on Foundations 2010 Distinguished Grant-maker Award, the equivalent of being nominated for an Oscar in the field of philanthropy.  While this program is administered from Berkeley, the work supported by the grants program takes place in an 8 state region of the Upper Midwest.  This means that much of the work is done through phone and email; therefore, excellent phone and writing skills are essential.

Responsibilities:

Approximately half the EA's time involves administrative and office management duties and the other half is the back-office work associated with grant-making.  

The administrative and office management duties include:

• Proactively managing a detailed calendar and meeting schedule
• Organizing conference calls between the PD and multiple parties
• Planning all of the PD’s travel, including flights, hotels, local transportation, remote meeting logistics, etc.
• Processing travel and other reimbursements for the PD, and maintaining a system for tracking reimbursements
• Representing the PD via verbal and written correspondence
• Maintaining computer systems, physical and electronic files, and back-up programs for electronic files
• Keeping the office stocked with needed supplies and ensuring office equipment is maintained and working well

The other half of the EA's time involves back-office work associated with grant-making including:

• Managing grant reporting calendar and status. Following up on report reminders and reviewing reports, and extracting progress highlights
• Working with PD for all items needed for meetings and dockets, including grant proposals and renewals, proposal write-ups, presentation, and updates for Grants Committee members
• Taking primary responsibility for maintenance of database and spreadsheets of grantees and funders
• Managing and tracking grant expenditures and funds available to grant 

Qualifications:

• Excel maven - we use this as the primary way to track grants, deadlines, financial reporting, etc.
• Mac savvy including the following programs: iCal, Address book, Microsoft Office for Mac, and e-mail proficient (we’re a 100% Mac office)
• Naturally organized, highly detail-oriented with strong time management skills
• Motivated self-starter with ability to quickly learn and retain new information
• Ability to work in an environment with shifting priorities
• Initiative and solid follow-through; able to complete tasks and projects end-to-end and recommend and implement process improvements
• Sunny disposition and a team player; it’s a small office and we work in close quarters
• Experience with non-profits and/or philanthropic foundations a plus; as is knowledge of the issues associated with climate protection.

To Apply:

Please email a cover letter, your resume and salary requirements for consideration.  Please include Executive Assistant Applicant  in the subject line.