Executive Assistant, Gender Equity and Governance

The William and Flora Hewlett Foundation is a global philanthropy dedicated to advancing gender equity and governance. The Foundation is seeking an Executive Assistant to support the Program Director of the Gender Equity and Governance (GEG) Program. The role is based in Menlo Park, California with a hybrid in‑office schedule. Responsibilities Coordinate the Program Director’s dynamic calendar and manage scheduling with senior foundation staff and grantee partners. Plan and execute travel arrangements including booking airfare, accommodations, transportation, visas, and meeting agendas. Prepare expense reports and handle related administrative processes. Triage and route incoming communications—calls, email, and mail—including event invitations. Conduct research, prepare background materials, briefing documents, and summaries for meetings and external engagements. Draft, edit, proofread correspondence, talking points, summaries, and other materials on behalf of the Director. Support the Director’s relationships with internal departments such as Communications, IT, Human Resources, Finance, and Legal. Administer contracts issued by the Director. Collaborate with the Program Operations Manager on team‑wide coordination, workflows, and operational systems. Maintain a team calendar, track team travel, assist with semi‑annual performance reviews, and organize staff meetings. Assist with planning and logistics for annual program retreats and GEG convenings, including venue research and booking. Attend retreats, team meetings, and external convenings as needed. Manage program files within Box and SharePoint. Support recruiting activities with hiring managers, HR, and external firms. Coordinate team culture‑building events and activities such as birthdays and milestone recognitions. Work with the Communications Officer to coordinate external communications, including e‑newsletters and website updates. Prepare and review contracts, process invoices, and coordinate board materials. Skills and Knowledge Bachelor’s degree or equivalent experience; five or more years of administrative, program support, communications, or research experience. Prior experience in a grantmaking organization, nonprofit, think tank, or mission‑driven institution preferred. Strong interest in gender equity, reproductive health, governance, and global development, especially in Sub‑Saharan Africa, Mexico, and the United States. Excellent written and oral communication skills and the ability to synthesize complex information for varied audiences. Strong research skills, with the ability to source, evaluate, and distill information. Comfort with and curiosity about AI tools such as Claude, ChatGPT, Perplexity; willingness to apply emerging technologies. Familiarity with social media platforms and content creation; ability to maintain a consistent organizational voice. Proven organizational skills, strong attention to detail, and the ability to manage multiple priorities under shifting deadlines. Proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and collaboration tools such as Box, SharePoint, and Zoom. Flexibility to work well in teams and independently; proactive work style and sound judgment. Professional demeanor, discretion, and the ability to respond thoughtfully to diverse audiences. Commitment to collaboration, mutual respect, and positive team culture. Physical Demands and Work Environment The position is based in Menlo Park, California. Staff work in a hybrid environment and are expected to work from the Foundation office at least 2‑3 times per week, with Tuesdays and Wednesdays required. The role involves extended periods at a computer and travel. Compensation and Benefits The salary range for this role is $106,000–$135,000. The Foundation offers a comprehensive benefits package. Equal Opportunity Employer The William and Flora Hewlett Foundation embraces the importance of diversity, equity, and inclusion. We are an equal‑opportunity employer and welcome applications from people of all backgrounds, cultures, and experiences. #J-18808-Ljbffr