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Administrative Assistant

Sea Change Foundation
San Francisco, CA

Summary Description:

Sea Change Foundation seeks a capable and energetic Administrative Assistant who will provide comprehensive administrative support to members of the Foundation’s staff, including senior leadership. S/he must be able to interact effectively with colleagues to execute a wide variety of administrative functions. The Administrative Assistant will be a critical member of the Foundation’s small team and s/he must demonstrate independence and initiative as well as discretion and sound judgment to maintain confidential information.

Headquartered in San Francisco’s Financial District, Sea Change Foundation is a private foundation that uses targeted philanthropy to leverage the power of the market and the public sector to develop and implement innovative solutions that address the most serious challenges faced by humankind. Currently, the Foundation is entirely focused on the serious threat posed by climate change and has a $50 million annual grants budget.

Primary Responsibilities Include:

• Organize daily activities for the Foundation’s staff, including scheduling appointments, meetings, conferences, and other engagements based on an understanding of their commitments and priorities.
• Keep the office organized and operating effectively and efficiently; set up systems to support same; maintain accurate and current electronic and paper files.
• Produce professional looking, accurate, and complete documents generated or required by staff members in a timely manner, using Microsoft Office and other programs. Create and develop visual presentations as needed.
• Prepare staff members for meetings and speaking engagements; create agendas and compile reference material and concise background information.
• Collaborate with staff to create summary documents containing accurate, high quality, grant and program data and descriptions.
• Conduct, synthesize and report on basic research as required by the staff.
• Support grants management process as necessary, including electronic and hard copy record management.
• Efficiently and courteously answer and manage phone calls, placing calls as requested. Take messages and/or field questions for the staff.
• Professionally and hospitably greet guests of the Foundation, providing assistance to them, as required.
• Make travel arrangements for the staff and process travel and other expenses.
• Review mail and route to appropriate Foundation staff.
• Prepare and submit program related requests, subscriptions, reimbursements/expense reports and other related internal documentation.
• Navigate and retrieve information from Foundation’s database.
• Assist with financial, human resource, internal technology, insurance and legal duties as necessary.
• Manage all office orders and arrange logistics of Board meetings.
• Facilitate internal and external Foundation events.
• Manage special projects and other duties as assigned.
• Handle confidential and non-routine information appropriately.

Qualifications:

• B.A. or B.S. degree strongly preferred.
• Three or more years of experience in an administrative position required, with some exposure to the philanthropic or nonprofit sector preferred.
• Extremely organized with high attention to detail in composing, typing, and proofing materials.
• Excellent oral and written communication skills.
• Ability to plan ahead and work within deadlines.
• Ability to multi-task, prioritize and follow-through to effectively manage work flow and continuously improve the efficiency of the office.
• Good interpersonal skills with the ability to support collegiality in a small office.
• Ability to be productive when working independently and as a member of a team.
• Ability to use discretion in maintaining confidentiality of sensitive materials and issues.
• High level of flexibility and responsiveness.
• Excellent computer skills, particularly with Microsoft Office, SalesForce and Google products.
• Interest in the Foundation’s mission to address the threats of climate change.
• Positive attitude, sense of humor, and a commitment to being part of an energetic and enjoyable work environment.

Compensation and Benefits: Compensation is very competitive and commensurate with expertise and previous experience. Excellent benefits, including full medical, dental and vision; a 2:1 matching retirement plan; paid time off; and disability benefits.

To Apply: Please email your resume with a short cover letter (no longer than two pages) to: info@seachange.org.

Due to the small size of our staff and the anticipated level of interest in this position, we will not be able to respond to all inquires. Please accept our thanks in advance for your interest and our apologies for not being able to respond personally.

Please do not call or email the Foundation to request more information or follow-up. If we would like more information from you we will attempt to get back to you within two weeks of your resume submission.

Please do not post or forward to lists.