Career Opportunities with The William and Flora Hewlett Foundation

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Administrative Coordinator

Department: Finance
Location: Menlo Park, CA

The William and Flora Hewlett Foundation, based in Menlo Park, California, is seeking an Administrative Coordinator for the Finance Department.

About the Foundation

The William and Flora Hewlett Foundation is a nonpartisan, private charitable foundation that advances ideas and supports institutions to promote a better world. For more than 50 years, it has supported efforts to advance education for all, preserve the environment, improve lives and livelihoods in developing countries, promote the health and economic well-being of women, support vibrant performing arts, and strengthen Bay Area communities. In addition, we also make grants for special projects and to address other timely problems, such as challenges related to cybersecurity. Our newest program focuses on strengthening U.S. democracy. In 2020, the foundation announced a new grantmaking commitment focused on racial justice. The Hewlett Foundationís assets are more than $13 billion with annual awards of grants totaling more than $450 million. More information about the Hewlett Foundation is available at: www.hewlett.org.

About the Finance Department

The Finance Department serves the foundationís charitable work by providing financial and business planning support to enable the organization to focus on its philanthropic goals. This financial leadership is offered through sound financial planning and reporting, quality operational processes, and business controls that meet the needs of the foundation and outside constituents, such as regulators.

About the Position

The Administrative Coordinator is a key member of the Finance Team and reports to the Chief Financial Officer (CFO). This position will support the CFO (in his work with departments across the foundation, the audit committee of the board of directors, and external entities), his two direct reports, and other members of the Finance Team. The Coordinator is responsible for performing a variety of administrative tasks and project-based work. 

As a primary contact for the department, the person in this position is expected to interact with others in a positive and professional manner, ensure timely and thorough communication, and cultivate excellent relationships with both internal clients and external entities. He/she/they will be responsible for working collaboratively with members of the team to streamline administrative functions and department operations, exercising discretion and sound judgment in making commitments on behalf of the Finance Team, and taking significant initiative on a broad spectrum of activities.  


Essential Duties and Responsibilities

Administrative Support

  • Handle administrative functions for the Finance Team. These include: making travel arrangements, assisting with conference registrations, , scheduling meetings, coordinating events (including handling catering and reserving rooms), preparing documents and proofreading.
  • Provide general office support such as scanning, copying, printing, faxing, mailing packages, creating audit binders (and similar type materials), preparing meeting agendas and relevant materials.
  • Track and report status of department goals and assist with project management tasks. 
  • Organize and maintain office records in keeping with the foundationís document retention procedures.
  • Coordinate and arrange Finance Team retreats, including identifying and reserving venue/meeting space, working with the CFO on preparing retreat agenda and materials, and helping with team-building activities.

Project-Related/Other

  • Take ownership of various finance team operational tasks including (but not limited to): coordinating update of finance business continuity plan, creating and inactivating vendor cards in Sage Intacct (general ledger), assisting with vendor and grantee payments as required, coordinating and monitoring the creation of new finance contracts into DocuSign as well as renewals, updating peer benchmarking datasets, etc.
  • Be a key project member of finance-led projects. Responsibilities include assisting project manager with meeting coordination, preparation of agendas, taking meeting minutes, following up with team members to ensure execution of critical tasks, etc.  
  • If/when the projects for the finance department decrease, the finance coordinator should assist other departments as well.

Board/Audit Committee Related

  • Assist the CFO in his role as an officer to the board, by helping prepare and distribute agendas, minutes and other board documents.
  • Coordinate logistics for audit committee meetings, which occur three times a year. This entails arranging for room set-up, technology, refreshments, and other committee needs.


Required Skills, Experience, and Education

  • High school diploma or equivalent required; bachelorís degree highly desirable. 
  • Strong experience in administrative or support role; including managing projects and demonstrated ability to perform high-level administrative responsibilities. 
  • Capable of exercising independent judgment in making decisions about CFOís time commitments and priorities. This necessitates the ability to judge the relative importance of issues and act independently to address them, applying the appropriate level of urgency and drive to achieve results.
  • Strong organizational skills, including the ability to set priorities, juggle multiple and sometimes competing tasks, organize time, identify resources for projects, and track details in a fast-paced, dynamic environment. 
  • Strong verbal and written communications skills, including the ability to convey information concisely, apply good grammar and syntax, and project a polished telephone manner. 
  • Ability to pay close attention to detail without losing sight of the bigger picture. Monitor and double check work and information for accuracy and quality. 
  • Experience handling confidential information with appropriate discretion. Understands and respects sensitive nature of information and undertakes this responsibility with great care.
  • Strong interpersonal skills and ability to effectively manage relationships across the organization with tact, humor, and poise. Possess a positive and helpful demeanor. 
  • Flexibility to work independently or as part of a team to meet goals. Self-directed to take action and resolve issues; self-disciplined and strong work ethic to meet deadlines; strong initiative with an ability to anticipate needs and identify solutions. 
  • Technologically savvy, with demonstrated experience utilizing all Microsoft Office suite of applications and Adobe. Possess a general comfort using technology as a resource and tool. Desire to learn finance systems including Sage Intacct (general ledger) and Stampli (invoice routing) as well as DocuSign (contracts system).


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 regularly required to sit for extended periods of time and to travel via various modes of transportation for extended periods of time. The foundation employees are currently working remotely until mid-October, 2021.

Effective September 13, 2021, the foundation will require all staff, vendors, and visitors accessing our office to be fully vaccinated against SARS-CoV-2, the virus that causes COVID-19.

Compensation and Benefits

The Hewlett Foundation is committed to providing compensation that is competitive within the philanthropic sector. We offer a generous total compensation package that emphasizes both base salary and comprehensive benefits. The salary range for this role starts at $65,229.  Offers are based on the candidate's years of experience and our practice of maintaining salary equity within the foundation.

To apply:

Please apply online and submit a resume and cover letter explaining how your skills fit this position.

The William and Flora Hewlett Foundation embraces the importance of diversity, equity, and inclusion both internally, in our hiring process and organizational culture, and externally, in our grantmaking and related practices. We are an equal opportunity employer and welcome applications from people of all backgrounds, cultures, and experiences.


 

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