Administrative Assistant, Environmental Conservation Program

Gordon and Betty Moore established the foundation to create positive outcomes for future generations. Guided by this vision and the Statement of Founders' Intent, the foundation fosters path-breaking environmental conservation, scientific discovery, patient care improvements and preservation of the special character of the San Francisco Bay Area. We strive to make significant and durable impacts on the world.
Together, we work to honor the vision of our founders and serve as stewards of the resources they have entrusted to us. We establish specific strategies based on advice from experts, identify partners who share our goals and measure results along the way. We build relationships and fund work in areas where we hope to make significant impacts; and we know that working together expands our ability to drive meaningful change.
We believe there can be no lasting change for the good if that change is not just and widely shared. Comprehending and incorporating values of diversity, equity, and inclusion in pursuing goals and refining strategies is vital to achieving our desired outcomes. These values weave through what we do and shape how we operate.
The Position
The foundation is seeking an experienced administrative assistant to provide administrative support for the three initiative teams within our Environmental Conservation Program: our Andes-Amazon Initiative , our Conservation and Markets Initiative , and our Marine Conservation Initiative .
Our Environmental Conservation Program combines long-term conservation with responsible uses that protect nature for future generations. We protect critical ecosystems. We establish models for collaboration that can be replicated and expanded around the globe. And we seek to create lasting change in how land, freshwater and coastal marine ecosystems are managed.
The administrative assistant reports to the program operations manager, and will be based at our main office in Palo Alto, CA. Under the foundation’s hybrid working arrangements policy staff are required to work onsite a minimum of four days per month, and your role, team, or other foundation business needs may require you to regularly or periodically work in the office more than four days a month.
Key Responsibilities

• Contribute to the foundation’s administrative team peer-sharing and cross-training efforts.
• Prepare expense reports for the directors ensuring compliance with the foundation’s expense reporting and reimbursement policies and practices.
• Provide rotational PTO coverage and back-up support for other administrative colleagues at the foundation as needed.
• Assist in scheduling and planning for events, such as meetings, conferences, and presentations, which may include coordinating arrangements for participants, handling all meeting logistics, preparing and disseminating materials.
• Other duties and/or projects as assigned.
• Provide day-to-day administrative support for the program directors of each of the three Initiatives. Help to maximize effectiveness by managing priorities, maintaining external contacts and ensuring deadlines are met.
• Organize and maintain general and confidential files.
• As capacity allows, provide assistance to program officers from the three Initiative teams with travel and meeting arrangements, including the preparation of itineraries and expense reports.
• Respond to incoming telephone calls and inquiries, determine appropriate action, and using good judgment route as necessary to colleagues within the foundation.
• Act as a liaison for the teams by responding to incoming and internal communications and determining or recommending appropriate action. Route materials/information to appropriate individuals/groups in the Environmental Conservation Program and other parts of the foundation.
• Assist with production and retention of initiative presentations, preparation of draft and final correspondence, and creation of or quality control for other documents– including reports and records.
• Review correspondence received by program team members and determine appropriate action, routing materials as appropriate or recommending program director’s attention.
• Manage complex calendaring of the director’s internal and external meetings using insight, decision-making, prioritization skills and effective coordination with other assistants and colleagues throughout the foundation.
• In partnership with operations associates, coordinate management of team responsibilities – including tracking of contracts and payments, coordination with grantees as requested by program officers/directors, preparation and submission of materials to the chief of programs and the board of trustees, and collaboration with administrative support colleagues to help ensure that administrative and grant-making deadlines and other foundation policies are followed.
• Participate in the foundation’s Community Fund team, which identifies local non-profits for foundation contributions. (optional)
• Coordinate domestic and international travel arrangements and itineraries for the directors in accordance with the foundation’s travel policies. Assist with arranging travel visas as needed.

Experience And Education
The ideal candidate will have:

• Spanish and/or Portuguese language skills desirable, but not required.
• Proficiency with document translation using tools like Google Translate, etc.
• High school diploma required. Some college or college degree preferred but not required.
• Advanced computer skills and demonstrated experience with calendaring software, email and other applications including Outlook, Word, Excel, PowerPoint, Box and Zoom meeting management. Working knowledge of Concur and Microsoft Teams is a plus.
• Minimum of three years of relevant experience in a comparable administrative support position.

Competencies
The Ideal Candidate Will Have

• Ability to multitask and adapt to dynamic priorities, work under pressure, and meet deadlines.
• Exceptional organizational skills and proficiency in prioritizing assignments, handling multiple complex assignments, and setting and meeting deadlines with an orientation toward results and resolution.
• Ability to anticipate and proactively address the needs of the Directors.
• Impeccable discretion when dealing with confidential and sensitive information.
• Courteous and responsive support, while balancing the requirements to adhere to legal requirements and foundation policy.
• Process management, operational, organizational, and time management skills; strict attention to detail.
• Excellent written and verbal communication skills including grammar, spelling and punctuation.
• Willingness to support and promote the foundation and colleagues through commitment to the foundation’s goals for Diversity, Equity, and Inclusion.
• Flexibility and willingness to work in a changing environment where day-to-day responsibilities are expected to evolve and fluctuate over time.
• Sound, reliable professional etiquette, self-discipline, and ability to work independently. Strong decision-making abilities and good judgment.
• Interaction with colleagues, foundation senior leaders, and external partners that consistently reflects a collaborative, enthusiastic, proactive and adaptable nature is essential given the extent to which this position interacts with colleagues, foundation leadership, and external stakeholders.

Attributes
The ideal candidate will demonstrate the following attributes that describe how we at the foundation strive to do our work with each other and our partners.

• Collegial - We are part of a team striving toward common goals.
• Open and Honest - We act with integrity, putting the good of the foundation first.
• Committed to Excellence - We bring our best to all we do.
• Humble and Self-Aware - Emulating our founders, we bring a sense of humility to our work.
• Passionate - Inspired by the vision of our founders, we are passionate about our work.

Compensation And Benefits
The Moore Foundation provides a generous total compensation package that includes a competitive salary and comprehensive benefits to support your life, health, and well-being.
The administrative assistant position is a non-exempt position and the salary range is between $74,930 and $112,390 per year. Our job titles and salary ranges may span more than one career level. The salary offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, job related knowledge and skill set, depth of experience, certifications and/or degrees, and our practice of upholding salary equity within the foundation.
Health benefits include employer-paid options for medical insurance and employer-paid dental and vision insurance for employees and dependents; an employee assistance program; employer-paid disability, and life insurance benefits; paid parental leave; and pre-tax flexible spending accounts for medical and dependent care expenses.
Other benefits include 6 weeks of paid time off per year and 10 paid holidays; 401(k) retirement savings plan with a foundation contribution of up to 10% and a Roth 401(k) option; matching gifts program for qualifying charitable contributions; hybrid work arrangements; commuter benefits program; tuition assistance; and professional development opportunities.
Application Process
The Moore Foundation is an equal opportunity employer and welcomes a diverse pool of applicants. We depend on individuals who possess varied skills, perspectives and expertise. We seek to recognize many forms of excellence in candidates, attract individuals with varied identities and backgrounds and enable all employees to feel they belong and can contribute to the mission of the Moore Foundation.
We do not discriminate based on race, color, religion, creed, sex, gender (including pregnancy, childbirth or related medical conditions), national origin, ancestry, citizenship, age, physical disability, mental disability, medical condition, genetic information, military or veteran status, marital status, registered domestic partner status, sexual orientation, gender identity, gender expression or on any other basis protected by applicable federal, state or local law. We also do not discriminate based on the perception that anyone has any of these characteristics or is associated with a person who has or is perceived as having any of these characteristics.
The foundation is committed to providing access, equal opportunity and reasonable accommodation for individuals with disabilities in employment, its programs and operations. As part of this commitment, the foundation will ensure that persons with disabilities are provided reasonable accommodations.
If a reasonable accommodation is needed to participate in the job application process, please contact [email protected]. A request for accommodation will be responded to within three business days. However, non-disability related requests, such as following up on an application, will not receive a response.
Pursuant to the San Francisco Fair Chance Ordinance, we will consider for employment qualified applicants with criminal histories in a manner consistent with the requirements of the ordinance.
Applicants must be legally authorized to work in the United States.
COVID-19
The Moore Foundation requires that all employees be up-to-date on their COVID-19 vaccinations as defined by the CDC, subject to reasonable accommodations for medical or religious reasons. Any employment offer will be contingent upon satisfactory proof that you comply with this requirement.