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Administrative Assistant - Human Resources & Communications (closed)

Palo Alto, CA
Recruiter Comment: Direct-hire Administrative Assistant role with the Gordon and Betty Moore Foundation in Palo Alto, CA. Please send resume to for immediate consideration!

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Job Description





Location: Palo Alto, CA


The Opportunity - An Overview


The Gordon and Betty Moore Foundation is seeking an Administrative Assistant for the Human Resources and Communications departments.  This position will provide primary administrative support for the Director of Human Resources, Director of Communication, and Evaluation Advisor.  The successful candidate will be an organized self-starter with a minimum of 5 years of administrative support experience in a fast-paced environment. The individual must demonstrate the ability to work with confidential information and exhibit a high degree of trustworthiness. This position requires an individual that is resourceful and can work autonomously, take initiative, anticipate needs, and demonstrate excellent follow through with accuracy.  The candidate must also be a team player, successfully manage complex deliverables, skilled at multi-tasking, prioritization, and exhibit exceptional attention to detail and timeliness.

This position reports to the Director of Human Resources and is based in Palo Alto, CA.


Gordon and Betty Moore Foundation


Established in September 2000, the Gordon and Betty Moore Foundation seeks to advance environmental conservation, scientific research, and healthcare. The Gordon and Betty Moore Foundation is among the 10 largest foundations in the U.S. The Foundation is devoted to the inspirational vision articulated by its founders: creating positive outcomes for future generations. This vision guides its mission: to achieve significant, lasting and measurable results in environmental conservation, science, and patient careA set of core values impact, integrity, disciplined approach, and collaboration directs the Foundation's work. The Foundation carries out its work through the following frameworks:


Initiatives. Initiatives are built around well-developed strategies for concentrated investments, focused on the long term and achieving significant impact. Initiatives are characterized by a portfolio approach to grantmaking, and other engagements of the Foundation, to pursue ambitious, large-scale outcomes. 


Stand-alones. The Foundation funds experimentation, focused innovation, and agile response to time-sensitive, high-impact opportunities in its three areas of focus.

Headquartered in Palo Alto, California

§  Over $5 billion in assets

§  Annual Foundation budget of ~$250 million

§  About 80 employees

§  Three program areas:

o    Environmental Conservation

o    Science

o    Patient Care 

§  A San Francisco Bay Area Portfolio that focuses on these same issues locally


For more information, please visit


The Departments


The Human Resources (HR) department provides overall human capital strategy direction and is a strategic partner to the senior leadership team and other departments in developing and managing the talent model and related programs including overseeing the administration of compensation, benefits and payroll.


The newly-formed Communication department will help the Foundation, and its staff, implement a mission-focused, enterprise-level communication strategy and will be building its team during 2012.


Key Responsibilities


The Administrative Assistant will:

  • Provide primary administrative support to the Director of Human Resources, Director of Communication, and Evaluation Advisor.
  • Provide a wide range of administrative support to members of the teams through establishment and maintenance of systems and workflow procedures; ensure there is an organized system of tracking, monitoring, and prioritizing tasks and projects.
  • Act as a liaison for the teams by responding to incoming communication, internal communication and determining appropriate action. Route materials and information to appropriate individuals and groups. Prepare draft and final correspondence. Review correspondence received by team members, determine appropriate action; route materials as appropriate.
  • Manage travel and meeting arrangements, including the preparation of itineraries and expense reports.
  • Assist in scheduling and planning meetings and presentations, including coordinating arrangements for participants, handling logistics, and preparing and disseminating materials. 
  • Maintain confidentiality of information as required by Foundation policy.
  • Respond to inquiries and determine appropriate action; route to colleagues within the Foundation as appropriate.
  • Assist with presentations, reports and document production.
  • Develop and maintains calendar of activities and events.
  • Organize and maintain general and confidential files.


 Experience and Education


The ideal candidate will have the following experience and education:

  • University degree (B.S., B.A., etc.) preferred
  • 5+ years of administrative experience
  • Proficiency in technical systems and programs (e.g. Microsoft applications, database management) including proficiency in Windows7 and Microsoft Office 2010, and experience with PowerPoint and Excel
  • Relevant knowledge regarding HR and/or Communications preferred


Competencies and Attributes


The ideal candidate will have the following competencies:

  • Problem solving:
    • Think critically and provide practical solutions based on thorough analysis in the face of real-time issues
    • Ability to summarize and interpret data


  • Customer service:
    • Provide courteous and responsive support, while balancing the requirements to adhere to privacy requirements and Foundation policy
    • Develop departmental priorities aligned with program and organizational priorities and needs, with the goal of maximizing Foundation impact


  • Project management and quality of deliverables:

o   Deliver high quality products in a timely and efficient manner

o   Possess exceptional organizational skills

o   Provide strong attention to detail

o  Effectively manage multiple ongoing tasks and adapt to changing priorities

o  Mobilize resources to develop and implement work plan to achieve goals

o  Work with minimal supervision


·         Communications andteamwork:

o   Employ clear speaking, writing, listening and critical reading skills

o   Share relevant information in a timely, structured and synthesized manner

o   Contribute to the team and to the Foundation (includes administrative skills, coaching, managerial / leadership skills)

o   Exhibit strong interpersonal skills and service-oriented approach


Other attributes:

  • Maintain confidentiality of sensitive materials and issues
  • Possess a collaborative, enthusiastic, proactive and adaptable nature given the extent to which this individual interacts with the Foundation's Leadership Team, colleagues and external stakeholders


Compensation and Benefits


Compensation includes a competitive base salaryand an excellent package of health, retirement savings and other benefits.


Application Process


Interested applicants should send a cover letter and resume via email to Scion Executive Search:


The Gordon and Betty Moore Foundation is an equal opportunity employer.  All correspondence will remain confidential.


About Our Search Firm

Scion Executive Search
is a national retained nonprofit executive search firm designed solely for organizations, foundations, and educational institutions. Born out of the nonprofit sector, we provide expert search strategies and leadership for your organization. Information about our firm and successes can be found online at, or in the 2011, and 2012 Business Times list of top firms.



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