Investment Team Office Manager

The William and Flora Hewlett Foundation is a nonpartisan, private charitable foundation that advances ideas and supports institutions to promote a better world. For more than 50 years, it has supported efforts to advance education for all, preserve the environment, improve lives and livelihoods in developing countries, promote the health and economic well-being of women, support vibrant performing arts, and strengthen Bay Area communities. In addition, we also make grants for special projects and to address other timely problems, such as challenges related to cybersecurity. Our newest program focuses on strengthening U.S. democracy. In 2020, the foundation announced a new grantmaking commitment focused on racial justice. The Hewlett Foundation’s assets are more than $13 billion with annual awards of grants totaling more than $600 million. More information about the Hewlett Foundation is available at: www.hewlett.org.

About the Investments Department

The Investments Department’s mission is to pursue an investment strategy that generates optimal risk-adjusted returns that are sufficient, over time, to sustain the real value of the foundation’s endowment net of payout. Currently, all investments are made through an outstanding group of external managers. The investment portfolio is widely diversified by geography and across a range of asset classes. Our team embraces diversity as a core value of our team culture alongside intellectual curiosity, integrity, passion for investing, and strong performance and believes diverse opinions strengthen our investment decisions.

About the Position

The Investment Team Office Manager supports the Chief Investment Officer (CIO) and three other senior executives in the Investment Department, and their respective staff, on both administrative support and team projects.

Essential Duties and Responsibilities

• Organize team meetings and special events, including offsite events, cross-departmental activities, peer group gatherings, and partner convenings.
• Update and maintain team contact database.
• Support both internal and external commitments by efficiently managing multiple projects simultaneously, coordinating across complex calendars, and following up on time-critical issues in a timely manner.
• Organize physical and electronic files, including downloading electronic files from external partners and supporting the team’s document retention process.
• Research and arrange business travel.
• Support the weekly preparation of key materials aggregated for senior leadership.
• Reconcile and prepare expense reports using Concur; expenses related to outside Board responsibilities may require additional research and coordination with external parties.
• Supports the individual members of the team in professional development.
• Monitor and resolve issues and problems in the office, escalating sensitive and critical items in a timely manner to the CIO.
• Oversee processing team contracts in DocuSign Contracts and invoices in Stampli
• Act as first point of contact for the team on telephone, email, and internal inquiries.
• Facilitate scheduling meetings.
• Research, collect, and prepare background information or materials necessary for meetings.

Required Skills, Experience, and Education

• AA degree desired, BA a plus.
• 10 years of work experience supporting an Investment team preferred.
• Strong interpersonal abilities and the poise to interact appropriately with people from diverse backgrounds; diplomatic, discreet, and responsive when dealing with key parties.
• Proficiency with advanced functions of Microsoft Outlook, Word, and Excel.
• A sense of humor is a plus!
• Excellent oral and written communication skills.
• Ability to identify sensitive issues and recommend appropriate solutions and resources.
• Strong organizational skills with attention to detail and commitment to quality.
• Values working collaboratively and effectively with others.
• Ability to act as a self-starter who can operate independently and guide others toward common goals.
• Proven ability to prioritize and manage multiple tasks and meet deadlines.

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 are working in a hybrid environment and currently expected to work from the Hewlett Foundation office 3-4 times per week. While performing the duties of this position, the employee is required to spend extended periods of time at a computer. The Foundation requires all staff, vendors, and visitors accessing the office to be fully vaccinated against SARS-CoV-2, the virus that causes COVID-19 (including boosters when eligible).

Compensation and Benefits
The Hewlett Foundation is committed to providing compensation that is competitive within the philanthropic sector. We offer a generous total compensation package that emphasizes both base salary and comprehensive benefits. The hiring range for this role starts at $100,000 - $150,000. Offers are based on the candidate's years of experience and our practice of maintaining salary equity within the foundation.

To Apply
Please apply online and submit a resume and cover letter explaining how your skills fit this position.

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.