Executive Assistant

EXECUTIVE SUMMARY

The William and Flora Hewlett Foundation is a nonpartisan, global philanthropy committed to helping people, communities, and the planet flourish. With assets of approximately $13.9 billion and annual grantmaking exceeding $631 million, the Foundation supports long-term, trust-based partnerships across the U.S. and globally.

The Foundation is seeking an Executive Assistant to support the Program Director of the Gender Equity and Governance (GEG) Program, Hewlett’s largest program team with annual grantmaking of over $120 million. The Executive Assistant will serve as a key operational partner to both the Program Director and Program Operations Manager, supporting complex scheduling and travel coordination, executive communications, meeting preparation, research, and program-wide coordination across a complex, globally oriented program portfolio.

This role is ideal for a highly organized, proactive, and intellectually curious professional who is energized by supporting mission-driven leadership and engaging with issues related to gender equity, reproductive rights, governance, and global development. The ideal candidate will bring strong judgment, exceptional attention to detail, and the ability to move seamlessly between high-level strategic coordination and day-to-day execution in a fast-paced environment.

This position reports to the Program Director, works in close collaboration with the Program Operations Manager, and is based in Menlo Park, California, with a hybrid in-office schedule. The salary range for this role is $106,000 - $135,000, with a comprehensive benefits package.

ABOUT THE FOUNDATION

The William and Flora Hewlett Foundation invests in creative thinkers and problem solvers working to ensure that people, communities, and the planet can flourish. Together with its partners, the Foundation is harnessing society’s collective capacity to solve our toughest problems. A nonpartisan philanthropy, the Hewlett Foundation has made grants in the U.S. and globally for nearly six decades based on an approach that emphasizes long-term support, collaboration, and trust.

Globally, Hewlett makes grants to address both longstanding and emerging challenges, like its efforts to advance gender equity and governance, reimagine the economy and society, and reduce the growing threat of climate change. U.S. efforts prioritize strengthening democracy, advancing education for all, and supporting community-led conservation. In the San Francisco Bay Area, where Hewlett calls home, it makes grants to support meaningful artistic experiences in local communities and support regional foundations working on critical issues such as housing. Hewlett’s grantmaking also invests in advancing racial justice and in strengthening the effectiveness of its grantees, and of philanthropy itself. The Hewlett Foundation’s assets are nearly $13.9 billion, with annual grant awards totaling more than $631 million.

The Foundation has approximately 130 employees, in programmatic, operational, and investment roles, located in the San Francisco Bay Area. Across the organization, its employees are challenged with meaningful work, have the resources for ongoing professional development and learning, and contribute to a collegial and engaging environment where they can thrive. Hewlett is committed to fostering a culture of inclusion as part of its guiding principles and encourages individuals with diverse backgrounds and experiences to apply.

ABOUT THE GENDER EQUITY AND GOVERNANCE PROGRAM

The Gender Equity and Governance (GEG) Program seeks to foster inclusive societies where everyone can thrive. Focusing on East and West Africa, Mexico, and the U.S., the program makes grants to expand women’s access to reproductive health and economic opportunity; increase governments’ responsiveness to the people they serve; and improve policymaking through the effective use of evidence. The GEG Program is Hewlett's largest program team, with annual grantmaking of over $120 million.

THE OPPORTUNITY: EXECUTIVE ASSISTANT, GEG

The Executive Assistant will provide direct administrative support to the Program Director, Mallika Dutt, and serve as a key operational partner on team coordination and logistics across the GEG Program. Working closely with the Program Operations Manager, this role will support executive communications, complex scheduling, meeting preparation, research, travel coordination, and project management needs.

The ideal candidate brings intellectual curiosity and a genuine interest in the GEG Program’s substantive work, including the ability to learn quickly and contextualize information on gender equity, reproductive rights, governance, and global development. They will also bring exceptional organizational and communication skills, strong execution, and excellent attention to detail.

They are equally comfortable managing a dynamic, high-volume calendar, coordinating complex travel, drafting briefing materials, and supporting thoughtful executive communications across platforms. They approach AI tools as practical collaborators and bring a learning orientation to emerging technologies that can support program effectiveness.

ESSENTIAL DUTIES & RESPONSIBILITIES

Administrative Support for the Program Director

• Coordinates the Program Director's dynamic calendar and manages scheduling across internal and external stakeholders, including senior foundation staff and grantee partners.
• Coordinates travel planning, preparation, and logistical support for the Program Director. This includes booking airfare, accommodations, and transportation; securing visas; scheduling meetings; managing the Director’s travel priorities; coordinating meeting and conference agendas; and preparing all necessary materials and briefings in advance.
• Prepares expense reports and handles related administrative processes.
• Triages and routes incoming communications — calls, email, and mail — including managing a high volume of event invitations and responding to organizations outside funding priorities.
• Researches relevant topics and prepares background materials and briefings for meetings, convenings, and external engagements.
• Drafts, edits, and proofreads correspondence, talking points, summaries, and related materials on behalf of the Director.
• Supports the Director's relationships with internal foundation departments, including Communications, IT, Human Resources, Finance, and Legal.
• Supports the administration of contracts made by the Director.

GEG Program-Wide Coordination (with Program Operations Manager)

• Partners closely with the Program Operations Manager on team-wide coordination, workflows, and operational systems, including maintaining a team calendar, tracking team travel, and coordinating semi-annual performance reviews.
• Supports the Program Operations Manager in organizing staff meetings and other internal and external meetings, including scheduling, agenda preparation, note-taking, and co-facilitation as needed.
• Assists with planning and logistics for annual program retreats and GEG convenings, both domestic and international, including researching and booking venues, arranging catering and reservations, and organizing supplies and AV support.
• Attends program retreats, team meetings, and key external convenings as needed.
• Works collaboratively with program associates, taking on shared responsibilities and covering selected duties during team members' absences.
• Maintains program files within Box and SharePoint systems, in coordination with IT and program staff.
• Provides administrative and coordination support for GEG recruiting activities in collaboration with hiring managers, HR, outside firms, and the GEG program team.
• Supports team culture-building efforts by coordinating events and activities, including celebrating birthdays and recognizing milestones, and helps maintain a cohesive, high-functioning team environment alongside the Program Operations Manager and Program Director.
• Works with the Communications Officer to coordinate logistics and materials for external communications, including e-newsletters, website updates, and other periodic updates for grantees and key audiences.
• Prepares and reviews contracts in collaboration with the Program Director, Program Operations Manager, Program Officers, and foundation departments; serves as a point of contact for contract administration, including processing invoices.
• Gathers and coordinates materials for the board of directors, working closely with the Program Operations Manager, Program Director, and Office of the President to meet deadlines and ensure quality.

Research, Writing, and Content

• Conducts substantive research, as directed by the Program Director, on topics relevant to the GEG Program's work, including gender equity, reproductive health and rights, governance, African-led development, and the shifting global aid landscape.
• Synthesizes research into accessible summaries, memos, and briefing documents for internal and external audiences.
• Drafts and edits a range of written materials, including correspondence, program updates, presentations, talking points, and reports.
• Uses AI tools (such as Claude, ChatGPT, and related platforms) to support research synthesis, drafting, editing, and workflow efficiency, while exercising sound judgment and critical thinking in their use.

Social Media and External Communications

• Supports the Program Director and Communications Officer in managing the GEG Program’s external presence, including social media channels.
• Drafts and schedules social media content that reflects the program's voice, priorities, and partnerships at the direction of the Program Director and Communications Officer.
• Monitors relevant conversations and thinkers in the gender equity, governance, and global development space; surfaces relevant content and opportunities for engagement.
• Helps maintain the program's web presence, including coordinating website updates with the Communications team.

REQUIRED SKILLS AND KNOWLEDGE

• Bachelor's degree or equivalent experience required. Five or more years of work experience in an administrative, program support, communications, or research role.
• Prior experience in a grantmaking organization, nonprofit, think tank, or mission-driven institution strongly preferred.
• Genuine interest in and developing knowledge of GEG's areas of focus: gender equity, reproductive health and rights, governance, and global development, particularly in Sub-Saharan Africa, Mexico, and the United States.
• Excellent written and oral communication skills, including the ability to synthesize complex information and write clearly for varied audiences.
• Strong research skills — able to source, evaluate, and distill information from diverse sources.
• Comfort with and curiosity about AI tools (e.g., Claude, ChatGPT, Perplexity); willingness to learn and apply emerging technologies to support program work.
• Familiarity with social media platforms and content creation; ability to write in a consistent organizational voice.
• Proven organizational skills and strong attention to detail; ability to manage multiple priorities under shifting deadlines.
• Ability to anticipate logistical needs based on the Program Director and team’s calendars and proactively prepare for and execute them.
• Excellent computer skills; proficiency with Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and comfort with collaboration tools such as Box, SharePoint, and Zoom.
• Flexibility to work well in teams and also independently; proactive work style and sound judgment.
• Professional demeanor and discretion, particularly when engaging with external partners and senior stakeholders, with the ability to respond thoughtfully and professionally to varied audiences.
• Demonstrated commitment to collaboration, mutual respect, and contributing to a positive team culture.

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.

The position is based in Menlo Park, California. Staff work in a hybrid environment and are expected to work from the Hewlett Foundation office at least 2-3 times per week; Tuesdays and Wednesdays are required. While performing the duties of this position, the employee is required to spend extended periods at a computer and may travel by various modes of transportation for extended periods.

COMPENSATION & BENEFITS

The Hewlett Foundation is committed to providing compensation that is competitive within the philanthropic sector, offering a generous total compensation package that emphasizes both base salary and comprehensive benefits.

The salary range for this role is $106,000 - $135,000. Offers are based on the candidate's years of experience and Hewlett’s practice of maintaining salary equity within the foundation.

TO APPLY

To learn more about the William and Flora Hewlett Foundation, please visit: www.hewlett.org.

This search is being led by Alejandra Villa and Allison Kupfer Poteet of NPAG. Given the pace of this search, the application deadline is Wednesday, June 10; however, early submissions are encouraged, and all applications will be reviewed actively on a rolling basis. Candidates can submit an application, including a resume and cover letter describing their interest and qualifications, through NPAG’s website (if hyperlink does not work, please copy and paste url): https://www.npag.com/hewlett-eageg

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.