Executive Assistant To Chief Operations Officer

ABOUT WAVERLEY

Waverley Street Foundation (WSF) builds and supports solutions at the intersection of climate change and community priorities, focusing on efforts and initiatives that draw connections between urgent local and community-based issues—including housing, transportation, food security, and more—and the health of our planet. The Foundation is especially eager to partner with communities that are already enduring severe impacts of climate change and that deserve a central place in solutions. WSF prioritizes representation, diversity, equity, and inclusion in all facets of its work.

Unlike most philanthropies, WSF will spend down its assets—approximately $3 billion— over the next 10 years, a decision that empowers it to support not only sensible and pragmatic solutions but also daring bets and breakthroughs that can alter the trajectory of the climate crisis and unlock a new and better future for humanity.

WSF strives to do things differently, and be entrepreneurial and innovative in our grantmaking approach. As we take on the task of addressing global climate change, we are adopting a campaign mindset where we look to empower people and communities to ensure that their governments adopt and implement climate friendly policies. Starting with some of the highest emitting nations, the goal is to demonstrate the collective will of humanity to reside on a livable planet, and to develop momentum for climate improvements across the globe that results in a global transition to clean energy sources and sustainable living.

WSF does its work in deep collaboration with field experts and advisors, as it is essential that the Foundation’s strategy is developed not in conference rooms but out in the world, informed by the lived experiences and innovative ideas of the people most directly impacted by the problems the foundation seeks to address. Specifically, WSF convenes experts from a variety of disciplines who are close to communities – their experiences, and their solutions.

YOUR ROLE

The Executive Assistant provides administrative support to, and serves as a shared point of contact for the Operations Leadership at WSF that includes the COO and General Counsel (the Exec Team). The ideal candidate should possess excellent communication skills that can be tailored to different audiences, be detail-oriented, have the ability to multitask and prioritize, be able to proactively assess situations and determine next steps, and maintain a high level of confidentiality. The successful candidate will have deep experience working in an administrative role, will be efficient and responsive in all communications and can juggle multiple demands simultaneously.

YOUR MISSION

• Conduct, synthesize and report on research as required by the Exec Team
• Support in-person meetings and events; you’ll be responsible for managing on-site logistics and requests for board meetings, and other partner events/meeting at our San Francisco office and other domestic and international locations
• Act as a liaison between the WSF leadership team and other staff members, stakeholders, and external partners, ensuring effective communication and collaboration
• Manage special projects and other duties as assigned
• Booking travel arrangements and making adjustments on short notice
• Maintain accurate and current electronic and paper files and keep the office organized and operating effectively and efficiently as well as set up systems to enable effective operations
• Organize and maintain files and records, both electronic and paper-based, ensuring they are up-to-date and easily accessible.
• Full calendar support for competing priorities (booking internal and external meetings, coordinating with partner organizations and grantees)
• Produce professional, accurate, and polished documents generated or required by the Exec Team in a timely manner; create and develop visual presentations as needed
• Manage monthly expense reporting
• Perform an extensive array of core administrative tasks including HR and finance related tasks
• Draft, edit, and proofread correspondence, reports, and other documents as required
• Handle highly confidential and non-routine information with the highest levels of professional standards and attention to detail
• Manage and organize fast-paced sets of activities for multiple calendars, including:
• Professionally and hospitably greet guests of WSF, supporting guests as required
• Manage logistics of staff and partner meetings

WHO YOU ARE

• Strong problem-solving skills and the ability to think creatively and proactively
• Ability to manage multiple tasks and projects simultaneously, prioritize effectively, and meet deadlines
• Comfortable with ambiguity and adaptable while working in a dynamic, entrepreneurial environment
• An unflappable demeanor in the face of crisis or awkward/tense moments
• Maintain a high level of confidentiality and professionalism in all interactions and communications
• Willingness to work odd hours, occasional weekends, and amenable to being on call if needed
• Minimum of 5 years of experience in an executive support role
• Strong communication skills, both written and verbal
• Excellent organizational skills and attention to detail
• Ability to work independently with minimal supervision
• Proficiency in Google Office, and other relevant software

KEY ATTRIBUTES FOR SUCCESS AT WSF

• Skilled at building strong relationships and cultivating diverse networks
• Intellectually curious and stays current on news in their field
• Able to synthesize information and distill complex ideas into clear, concise, and actionable forms
• Humble and open to differing views and perspectives
• Able to break down barriers to getting things done, while always operating with unassailable integrity
• Low drama, good humor, and joie de vivre
• Passionate about advancing equitable and transformative solutions to the climate crisis and to affected communities
• Proven track record within complex, multi-stakeholder projects/organizations
• Willing to pitch in when needed