Operations Coordinator

About The David and Lucile Packard Foundation

The David & Lucile Packard Foundation was founded in 1964 by David and Lucile Packard. We work with people and communities to create enduring solutions for just societies and a healthy, resilient natural world. We have worked with thousands of organizations and leaders in the U.S. and worldwide to advance progress in the critical areas of science, ocean and land conservation, climate change, women’s reproductive health and rights, and the well-being of children, families, and communities.

OUR VISION: A just and equitable world where both people and nature flourish.

Our new vision embraces a future where both people and nature flourish in a more just and equitable world. We explicitly acknowledge that the fate of people and the natural environment are inextricably linked. Solutions to the complex challenges we face must account for this interconnectedness.

OUR MISSION: We work with people and communities to create enduring solutions for just societies and a healthy, resilient natural world.

Our new mission takes on the critical work of addressing root causes of the challenges we face and mobilizing people for collective action. In addition to building on approaches that have guided our philanthropy for decades — working in partnership, committing to issues over the long-term, and grounding our work in science, knowledge, and data – we focus on understanding the systems that either accelerate or impede progress. It is only through just and equitable systems that we can find and sustain solutions to some of the biggest challenges we face today.

OUR VALUES: Equity, Integrity, Belief in Individual Leadership, Thinking Big, Respect, and Effectiveness

In addition to clarifying our long-held values, we added equity. We will champion equity by treating people with dignity, honoring a range of ideas and perspectives from those closest to the issues, creating inclusive processes, and funding people who have been historically excluded to spur progress for all.  For more information, including our definitions of key concepts, please visit our website.

Department Overview

The Environment and Science (E&S) team supports work to achieve the Foundation’s three goals, with a particular focus on the goal of protecting and restoring our natural world. To do this, we champion bold climate solutions, an ocean that sustains us, and scientific innovation and discovery to secure the health and future of people and our planet. Across our globe, the fate of both people and our natural world are inextricably linked, and all solutions must account for both.  

Position Summary

A key member of the Environment and Science (E&S) team, the Operations Coordinator (OC) provides executive support to the E&S Vice President (VP) and provides operational support to one or more initiative teams. Reporting to the Operations Manager (OM), the OC partners closely with the Foundation’s Accounting, Finance, Legal, IT, and Grants Data and Operations (GDO) teams to ensure that E&S expenses, invoices, contracts, and budgets are accurate, compliant, and up to date. Additionally, the OC supports and/or leads the preparation and coordination of internal and external meetings and events, often working closely with Workplace Services when appropriate. The OC will also participate in a cross-Foundation cohort of peers committed to developing effective goal operations processes, while balancing their team’s unique needs.

Primary Duties and Responsibilities

Executive Support and Initiative Team Coordination

• Complete a broad variety of administrative tasks for the VP including:
• Manage the VP’s calendar, including complex scheduling and maintaining a keen eye for prioritizing the VP’s time 
• Manage the VP’s external and internal meeting requests, including proactively drafting/editing correspondence and/or relevant materials; handle confidential and non-routine information with discretion
• Research as directed and assemble in advance, relevant information for meetings, correspondence, and reports 
• Act as a liaison with colleagues of the VP, including other VPs, Directors, consultants, advisors, and others 
• Process expenses for the VP; set and communicate requirements and timelines and to obtain missing documentation or information as needed
• Evaluate and prioritize external email requests to determine alignment with organizational goals and initiatives, redirecting inquiries to appropriate Foundation representatives or declining as necessary
• Coordinate the preparation of E&S docket materials and presentations for Board of Trustees meetings alongside the Operations Manager, support review cycle and work closely with E&S team to ensure deadlines, requirements, and expectations are met
• Arrange VP travel, itineraries, and agendas; compile documents for travel-related meetings.  
• Coordinate or support domestic and international travel with trustees and senior leadership by managing trip logistics, developing briefing documents, and organizing travel folders. 
• Manage the VP’s schedule at select conferences, including supporting travel arrangements, overseeing meeting requests, and helping to ensure a valuable experience for foundation leadership  

Provide initiative-level support including:

• Proactively coordinate team meetings and file management, and special projects as needed
• Provide end-to-end event support for initiative team onsite and offsite events, retreats, and meetings (e.g., event budget review meetings, department meetings, learning sessions, grantee convenings, etc.);
• Support the onboarding process for new employees and external consultants, including conducting trainings and serving as a resource on relevant internal tools, policies, and processes
• Organize and maintain detailed knowledge of E&S documents on shared network, including staff information, meeting documents, key reference files, and memos
• Develop streamlined processes, and support creation of E&S onboarding/offboarding processes
• Manage ongoing intranet curation, content, and posts for E&S, including training team members as needed
• Plan and execute team recognition, teambuilding, and celebration events to build and enhance team culture, including scheduling, researching vendors, sourcing materials, creating impactful pre-and post-event communications, and facilitating day-of-activities

Goal Operations and Administration

Invoicing, Budgeting, Contracts, and Expenses

• Process invoices and honoraria in the Foundation’s financial systems; maintain knowledge of the E&S accounting structure to ensure accuracy of expenditures; coordinate with Operations Manager and initiative team(s) to ensure invoices align with contract payment and that the schedule and work has been completed
• In partnership with Operations Managers and peer Operations Coordinators, actively participate in a “contracts” cohort, designed to establish a center of expertise, process ownership, and align practices across goal teams for grants operations
• Process service provider/consultant contracts, including partnering with vendors to initiate and complete all vendor compliance requirements, gather tax information, and maintain documentation
• Track and ensure accuracy of operating budget for initiative team and review with the Operations Manager to discuss implications and cross-program adjustments to ensure team is within budget guidelines for the fiscal year as needed
• Develop and maintain a deep understanding of the Foundation’s operations policies and processes as they relate to expenses, invoicing, contracts, and operations budgets; create and maintain ongoing process documentation for E&S team members as needed
• Provide coverage for other operations team members on contract and invoice processing

Organizational Partnerships

• Serve as a point of contact for other Foundation departments, including the Office of the General Counsel, Controller’s Office, Workplace Services, IT, and Facilities
• Coordinate regularly with country advisors and external partners to meet goal team needs
• Collaborate with GDO and initiative team members to improve internal systems and processes, incorporating external and internal feedback to constantly improve how we do our work
• Participate in, and/or lead cross-Foundation projects and workgroups, as appropriate, to achieve Foundation goals
• Pursue ongoing professional development opportunities and participate in Foundation-wide training sessions 

Other

• Additional tasks, workstreams, or projects as assigned

Qualifications

Education

• An Bachelor’s or equivalent education and experience is required for this role

Experience

• A minimum of 3 years of related operations and administrative experience in a fast-paced work environment is required for this role
• Previous Executive Office support experience is preferred

Knowledge, Skills, and Abilities

• Strong aptitude for administrative, operational, and financial processes
• Ability to coordinate across internal and external stakeholders to understand needs, negotiate priorities, and develop alignment
• Ability to handle multiple priorities and meet deadlines, sometimes simultaneous, and anticipate and proactively respond to work requests
• Excellent attention to detail and the ability to complete work with a high degree of accuracy and dependability
• Excellent verbal and written communication skills with the ability to interact with a variety of stakeholders with ease
• Skilled in event or meeting planning and management, with the highest degree of attention to detail and able to work well under pressure
• Ability to work in a team-based and collegial workplace
• Ability to be consistent and dependable for full-time work and be available to work overtime as needed
• Committed to inclusion and deeply value a workplace that is supportive of difference
• Devoted to growing own cultural competence and willing to participate actively in the Foundation’s efforts to integrate justice and equity in all facets of our work
• Consistent and dependable for full-time work; able to work overtime when needed
• Ability to exercise discretion and honor confidentiality
• Advanced proficiency with MS Outlook, Word, Excel, PowerPoint
• Experience with digital organizing tools and electronic filing/maintenance systems, and the ability to learn other software as needed

Compensation and Benefits

The position is full-time and non-exempt. The salary range for this position is $78,000 – $101,000 annually. This salary range is an estimate, and the actual salary may vary based on various factors, including without limitation individual education, experience, tenure, certification, skills, and abilities, as well as internal equity and alignment with market data.  

The David and Lucile Packard Foundation offers excellent benefits for eligible employees. Current benefits include medical (HMO and HDHPs), dental and vision coverage; 15% employer contribution to employee retirement plan; life insurance, disability insurance, vacation, and sick leave; an adoption benefit; fertility benefit; a financial wellness program; health advocacy services, paid time off to volunteer for nonprofit organizations; matching grants for employee contributions to tax exempt organizations; commute assistance; and tuition assistance.