Note: The job is a remote job and is open to candidates in USA. The Susan Thompson Buffett Foundation is a private grant-making foundation focused on women’s health and reproductive freedom and supporting low-income students in Nebraska. The Executive Assistant, Operations role supports the COO and Chief of Staff through complex calendar management, administrative process management, travel logistics, events, office management, and Operations Team projects.
Responsibilities
- Provide full calendar management support to the COO and light calendar management support (e.g., for travel and complex meetings) for the Chief of Staff to the COO
- Oversee the COO’s long term and daily calendar, working directly with the COO and on the COO’s behalf to schedule meetings, strategically manage time, and rearrange calendar as needed to accommodate changes. This involves working across domestic and international time zones
- Provide international and domestic travel logistics support for the COO and fellow travelers, as needed
- Generate regular reports on COO calendar and time use to facilitate discussions on time management and priorities
- Manage and track documents for COO signature
- Solicit, and at times create, meeting agendas for the COO’s meetings
- Compile materials for meetings and events
- Submit monthly expense reports for COO and Chief of Staff to the COO
- Other administrative support as needed
- Manage logistics for internal events, including but not limited to:
- Operations Team In-Person meetings and retreats (virtual and in person)
- All Foundation Team meetings and retreats (virtual and in person)
- Assist on Operations Team Projects including but not limited to:
- Consolidate, format, and proofread quarterly internal newsletters
- Maintain Operations team calendar, including team-wide meetings, PTO, and birthdays
- Maintaining Team SharePoint site and files
- Assist Omaha Operations Manager during times when large numbers of remote staff are in office, including but not limited to:
- Order and set up supplies and food for team-building meals and activities in the Omaha Office
- Ensure office supplies and kitchen items are re-stocked as needed
- These responsibilities will likely change or evolve over time in alignment with the Foundation’s needs and initiatives
Skills
- At least 6 years of experience supporting an executive in a medium-to-large-sized organization, including calendar management and general administrative support
- Excellent written and verbal communication skills
- Demonstrated ability to steward executive time strategically and support priority/time alignment
- Experience successfully managing administrative processes independently on behalf of executives
- Strong proficiency with Microsoft tools including Word, Excel, Outlook, Teams, SharePoint, OneDrive, OneNote, and CoPilot
- Experience with nonprofit, philanthropic, or mission-driven organizations
- Experience working with a globally distributed team
Company Overview