Executive Assistant

The William and Flora Hewlett Foundation•Menlo Park, CA

12d•Hybrid

About The Position

The William and Flora Hewlett Foundation is seeking an Executive Assistant to support the Program Director of the Gender Equity and Governance (GEG) Program. This role 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. The position reports to the Program Director and is based in Menlo Park, California, with a hybrid in-office schedule.

Requirements

Bachelor's degree or equivalent experience required.
Five or more years of work experience in an administrative, program support, communications, or research role.
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.
Demonstrated commitment to collaboration, mutual respect, and contributing to a positive team culture.

Nice To Haves

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.

Responsibilities

Coordinates the Program Director's dynamic calendar and manages scheduling across internal and external stakeholders.
Coordinates travel planning, preparation, and logistical support for the Program Director, including booking, visa applications, and meeting coordination.
Prepares expense reports and handles related administrative processes.
Triages and routes incoming communications, managing a high volume of event invitations.
Researches relevant topics and prepares background materials and briefings for meetings and external engagements.
Drafts, edits, and proofreads correspondence, talking points, summaries, and related materials.
Supports the Director's relationships with internal foundation departments.
Supports the administration of contracts made by the Director.
Partners with the Program Operations Manager on team-wide coordination, workflows, and operational systems.
Supports the Program Operations Manager in organizing staff meetings and other internal and external meetings.
Assists with planning and logistics for annual program retreats and GEG convenings.
Attends program retreats, team meetings, and key external convenings as needed.
Works collaboratively with program associates, taking on shared responsibilities.
Maintains program files within Box and SharePoint systems.
Provides administrative and coordination support for GEG recruiting activities.
Supports team culture-building efforts by coordinating events and activities.
Works with the Communications Officer to coordinate logistics and materials for external communications.
Prepares and reviews contracts in collaboration with relevant parties.
Gathers and coordinates materials for the board of directors.
Conducts substantive research on topics relevant to the GEG Program's work.
Synthesizes research into accessible summaries, memos, and briefing documents.
Drafts and edits a range of written materials.
Uses AI tools to support research synthesis, drafting, editing, and workflow efficiency.
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.
Monitors relevant conversations and thinkers in the gender equity, governance, and global development space.
Helps maintain the program's web presence, including coordinating website updates.