Administrative Coordinator

 Job Title:  Administrative Coordinator (Full-time, Nonexempt)

Job Number:  19-01-1750R

About the Packard Foundation

We are a family foundation, guided by the enduring business philosophy and personal values of Lucile and David Packard, who helped found one of the world’s leading technology companies.

We focus on the issues our founders cared about most, which are improving the lives of children; enabling the creative pursuit of science; advancing reproductive health; conserving and restoring the earth’s natural systems; and strengthening a vibrant network of local nonprofit organizations.

We make grants and loans to effective organizations and leaders who identify areas of critical need, develop realistic solutions and effectively implement programs to reach common goals. In our work with communities and in our internal workplace culture, we seek to be a welcoming place where a diverse mix of people want to come and are fully supported in doing their best work.

The Foundation plans grantmaking awards of approximately $350M to nearly 1,000 nonprofit organizations in 2019. A staff of 130 conducts the day-to-day operations and a Board of Trustees oversees the work of the Foundation. David and Lucile Packard passed on to the Foundation the following core set of values: integrity; respect for all people; belief in individual leadership; commitment to effectiveness; and the capacity to think big.

Administrative Coordinator Responsibilities Overview

You will work closely with and report to the Vice President and Director of Programs to coordinate ongoing governance and collaboration projects vital to the effectiveness of the organization. The Vice President reports to the CEO and works across all programs with the Foundation Executive Team and the Board of Trustees to support greatest impact in our work. Duties for this position include:

  • Coordination and production of background materials for the Foundation’s quarterly meeting of the Board of Directors
  • Coordination of staff attendance at Board meetings
  • Oversight, writing and coordination of the internal Executive/Trustee website; the portal for all information about the Foundation necessary for Trustees to govern the Foundation
  • Scheduling, administrative support and materials coordination for the quarterly executive program leadership team meeting to assure collaboration across the Foundation’s grantmaking programs
  • Administrative support to the Vice President and Director of programs, including scheduling, arranging travel through an agent or portal, budgeting, expense reporting, and correspondence
  • Management and support for periodic external meetings including site logistics, agendas, contracts, and materials preparation
  • Active engagement in annual cross-staff learning and development programs designed to reinforce a Foundation culture of continuous learning and improvement, reinforcing our belief in diversity, equity, and inclusion.

More specifically, this position is an opportunity to apply your detail-oriented, project management, technical, and administrative skills along with your strong interpersonal and people coordination skills through engaging closely with the executive leadership of the Foundation on efforts that are core to successful governance and management.

Board Docket Coordination and Executive/Trustee Website Management

  • Works closely with the President’s Office to coordinate the quarterly Board meeting materials process
  • Communicates timeline and priorities to the Docket Team
  • Manages and formats files, and coordinates processes with Foundation management and external printer
  • Participates actively in document review, which includes document management, proofreading, editing, high attention to details, and actively escalating revisions to appropriate Foundation management
  • Uses excellent communication and organizational skills to prepare and complete Board materials on time and with great accuracy
  • Collaborates with programs and departments on related projects, ensuring appropriate inter-departmental communication and appropriate flexibility
  • Works gracefully under peak deadline pressures, ensuring objectives are achieved within Foundation standards
  • Maintains and updates the Board of Trustees site
  • Coordinates online, electronic, and archive versions of all of the above products
  • Proposes and implements process improvements

Meeting Planning and Administrative Support

  • Provides executive administrative support for the Vice President and Director of Programs, including: scheduling internal and external meetings, travel, correspondence, and other special projects as assigned
  • Manages annual budgeting and monthly expense reporting, including a small number of contracts and associated invoicing
  • Coordinates agenda, attendance, and logistics for a set of regular on-site meetings, and on occasion, manages a multi-day meeting planning and implementation project that can be offsite

Skills and Requirements

  • Demonstrated experience in document management and production
  • Project management skills and experience in documenting and implementing process improvements
  • Excellent judgment skills and orientation to detail and accuracy
  • Experience working effectively and well with others; highly dependable and trustworthy
  • Excellent written and oral communication skills, including accurate editing of complicated documents with attention to written grammar
  • Excellent technical skills, including proficiency in MS Outlook, Word, Excel, SharePoint, database experience desired
  • Demonstrated skills and comfort with technology and data visualization tools, including ability to design and edit visual presentations in software such as PowerPoint for maximum impact; design experience a plus
  • Ability to work independently and on a team, manage time efficiently and meet timelines, handle and prioritize multiple tasks, and remain calm and constructive under pressure
  • Ability to organize work for easy retrieval and reporting and use and develop tracking systems
  • Ability to anticipate information needed as work develops
  • Skilled in building relationships that smooth work; work well with others in a professional, courteous, culturally sensitive, and tactful manner
  • Willingness and flexibility to work occasional overtime

Education and Experience

A minimum of 5 years of relevant administrative support work experience with a BA degree or an equivalent combination of postsecondary education and related work experience

Benefits and Compensation

We offer an excellent benefits package and a salary that is commensurate with related work experience. We continually work toward equitable compensation for all employees across different job functions in our organization. One of the actions we take is to utilize pay ranges. We review the ranges regularly for job functions to be commensurate with the responsibilities and the needed related work experience and skills. The median of the pay range for this position is $74K per year.

This position is located in downtown Los Altos, CA. Commuter benefits such as a Caltrain pass are available.

To Apply

Please send an email referring to job number 19-01-1750R in the subject line with a resume and a targeted one-page cover letter explaining your interest in this position and how your skills and work experience fit the position to jobs@packard.org.

No phone inquiries, please.

The David and Lucile Packard Foundation is an equal opportunity employer and welcomes a diverse candidate pool.

The Foundation uses an outside firm to check the accuracy of information supplied by applicants. 

Principal applicants only.