Executive Assistant

Taube Family Foundation

Executive Assistant Job Description

Job Title: Executive Assistant

About Taube Family Foundation: The Taube Family Foundation (TFF) has been a leader for over thirty years in supporting diverse educational, cultural, civic, and communal organizations, as well as public policy initiatives, primarily in the San Francisco Bay Area community.

Position Summary: Under the supervision of the Executive Director and the Director of Grants, the Executive Assistant supports the administrative functions of the downtown Berkeley office, a small team in the East Bay that carries on the work of the Taube Family Foundation in coordination with the Foundation’s Belmont office.

Essential Job Duties and Responsibilities

Administrative

• Directly support the calendars and coordinate meetings of the Executive Director and Director of Grants, including coordinating with the Belmont office and Board President
• Prepare meeting materials for Executive Director and Director of Grants, including monthly Board meetings
• Act as point of contact between Executive Director and senior staff
• General calendar and administrative support for Berkeley office
• Schedule and create agendas for staff meetings
• Process and scan reimbursements for Executive Director
• Make travel and accommodation arrangements as needed for Foundation staff and speakers for Foundation events
• Attend meetings as needed and follow up with notes/minutes as requested

Grants and Foundation Support

• Support the Director of Grants Program
• Update and manage Salesforce contacts, accounts, and reports
• Summarize and provide timely responses to grant history queries
• Conduct grantee and donor-related research as needed
• Assist in distribution of grant award letters, thank you letters, and other materials for grantees and donor prospects, ensuring documentation is digitized as needed and added to Salesforce database

Office

• Maintain effective communication and relationships with board members, staff, contractors, and partners
• Organize and maintain office filing system, archive Foundation materials as needed
• Answer office phone and respond promptly to all messages
• Maintain office inventory and office supplies order/reorder
• Act as point person for building maintenance and janitorial services
• Report any maintenance issues through Newmark Angus Service Portal

Event Coordination

• Work with Executive Director and Project Coordinator to plan and coordinate logistics of events
• Assist Project Coordinator in creating invitations and announcements; send invitations as needed; receive RSVPs, and keep up-to-date information on numbers of guests
• Work with event partners to create timelines, runs of show, staffing flows, nametags, and other materials needed prior to the event
• Help compile invitation lists with up-to-date email and postal addresses
• Work with Project Coordinator to arrange for audio or video recordings of events as needed; arrange for written transcripts; archive audio/video/photography of events as needed
• Attend events and serve as event staff as needed

Communications and Publicity

• Schedule and disseminate information and follow-up on related action items
• Assist in copy development for external communications (social media, memos, announcements, flyers, brochures, programs, reports, newsletters, articles, advertisements, publicity pieces, etc.)
• Disseminate publicity over relevant media platforms: Mailchimp, Facebook, X [Twitter], etc.

Other

• Maintain client privacy and confidentiality at all times; represent the organization in a professional manner
• Foster a spirit of unity and teamwork
• Perform other duties as assigned by the Executive Director

Required Qualifications

• Minimum 4-year college degree
• Excellent organizational and prioritization skills.
• Good written and verbal communication skills in person, over the phone, and in writing
• Good proofreading and copyediting skills
• Flexible team player who is tech savvy, professional, even-tempered, and good under pressure
• Technical skills:
  • Google Calendar expertise
  • Zoom expertise (scheduling through Google calendar, administering, editing, recording, and troubleshooting)
  • Mac-based proficiency in Microsoft Office Suite (Word, Excel, PowerPoint)
  • Basic Salesforce or similar database proficiency
  • Social media posting proficiency (Facebook, X [Twitter], Mailchimp, YouTube)
  • PDF management (Adobe Reader, etc.)
  • 45 wpm typing speed or above preferred

Physical Requirements

• Must be able to remain in a stationary position 50% of the time
• The person in this position needs to occasionally move about inside the office to access file cabinets, office machinery, etc.
• Constantly operate a computer and other office productivity machinery, such as a computer printer
• May be required to lift up to ten pounds
• Must be comfortable with to low to moderate noise levels characteristic of working in an office environment

Pay Range

• Commensurate with job-related experience, the pay range for this position is expected to be $85,000 - $125,000 per year

This is a full-time, exempt position with benefits.

All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status or any other characteristic protected by law.

Send cover letter and resume to:

spenn@taubephilanthropies.org