Executive Assistant & HR Manager (SFF)

The Sobrato Family is committed to building a strong and vibrant Silicon Valley community through business and philanthropic leadership.

To support these efforts, the Sobrato Family Foundation operates as a place-based grant maker that invests exclusively in organizations serving those most in need in Santa Clara, San Mateo and Southern Alameda counties.

The Foundation’s portfolio utilizes both cash and real estate to achieve maximum impact, providing multi-year cash grants for general operating support and in-kind office and meeting space at its three nonprofit centers located in Redwood Shores, San Jose and Milpitas.

SFF has two strategic grantmaking platforms : 21st Century Education and Pathways for Success. SFF also supports special initiatives such as its Sobrato Early Academic Language program (SEAL) in schools serving preschool-grade 5.

Ensure all your application information is up to date and in order before applying for this opportunity.

About the Position :

SEAL (Sobrato Early Academic Language) is a program within the Sobrato Family Foundation and successfully operates in over 100 schools across 20 Districts throughout California.

After 10 years of rapid growth, continued success, and ripe opportunities throughout the state, SEAL will be spinning off to become its own independent nonprofit organization.

This position is critical to supporting the transition from being a program within the Foundation into an independent organization and managing relationships, systems, and processes through the transition.

Interfacing with the Foundation to understand current operations, analyzing needs for new operations and functions, and managing the transition will all be important elements of this position.

Two key areas of development are establishing a new independent Board and transferring our staff from that of the Foundation to that of SEAL as an independent nonprofit organization.

As executive assistant, this position will provide the highest level of executive and administrative support to the Executive Director (ED) in a one-on-one working relationship.

This position will serve as the primary point of contact for internal and external constituencies on matters pertaining to the duties and activities of the ED and the administrative activities of the organization.

A key role will be to serve as a liaison to the Board of Directors, the organization’s management staff, and The SEAL Organization.

The executive assistant will also be responsible for the completion of special projects that support SEAL’s objectives.

As human resources manager, this position will develop and administer human resource programs, activities, information, and procedures in support of SEAL’s needs.

The SEAL HR manager is responsible for talent acquisition and management of our greatest resource, our people. This position is integral to supporting the transition of staff from that of the Foundation to SEAL as an independent nonprofit organization.

This position answers employees’ HR program and procedure questions and provides the Chief Finance and Administration Officer with reports and analysis on HR activities.

This position requires creativity and enjoyment in working within a small, fast-paced, entrepreneurial environment that is mission-driven, results-driven, and community-oriented.

The ability to exercise good judgment in a variety of situations, work under pressure, be proactive, resourceful and efficient, with a high level of professionalism is critical for this role.

Excellent written and verbal communication skills, strong decision-making ability and attention to detail are essential.

Working independently from conception to completion, and the ability to manage multiple priorities while being exceedingly well organized, flexible and enjoying the challenges of a growing organization are all key competencies.

This individual must quickly earn the trust of multiple stakeholders, be a team player, and have strong business acumen and excellent process management.

As HR Manager, it is critical to be dependable and responsible in maintaining confidential information. Strong oral, listening and written communication skills are also essential.

Executive Support

• Completes a broad variety of administrative tasks with a hands-on approach to support the ED including : drafting personal correspondence, travel plans, preparing documents and other tasks that facilitate the ED's ability to effectively lead the company.
• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the ED, including those of a sensitive or confidential nature.
• Coordinates the scheduling, logistics, and location of organizational meetings, events, programs, and trainings as needed.
• Provides a bridge for smooth communication between the ED and organization staff; demonstrating leadership to maintain credibility and trust.
• Anticipates issues or needs in advance and works independently to address them, ensuring the smooth operation of the organization and the effectiveness of the ED.

Board Support and Liaison

• Serves as the ED's administrative liaison to SEAL's board of directors. Communicates directly, and on behalf of the ED, with Board members, staff, and others, on matters related to ED's programmatic initiatives and schedule.
• Support the Board President as needed to coordinate scheduling and logistics for Board meetings in partnership with ED and Board President.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters.
• Prepare agenda and support materials for quarterly meetings and periodic updates, managing the process from start to finish.

Human Resource Support and Liaison

• Develop and manage the organization’s programs or procedures related to compensation, performance reviews, training and development, educational opportunities and employment.
• Coordinate the organization’s candidate recruitment process, including job postings, responses to applicants and tracking of applicants, and the scheduling and locations of interviews.
• Support the SEAL culture and talent management in recruitment and retention of best talent.
• Maintain employee files ensuring the confidentiality and accuracy of employee information.
• Support SEAL executives and employees through SEAL transition of staff into new organization.

Education / Experience

• Bachelor's degree required.
• Five to 10 years of experience supporting C-Level Executives and prior HR and nonprofit experience a plus.
• Proficient with Mac, Microsoft Office (Outlook, Word, Excel, and PowerPoint), Adobe Acrobat, and Social Media platforms.
• Outstanding verbal, written and interpersonal communication skills.
• Ability to execute special projects as assigned.

The Sobrato Family Foundation is an equal opportunity employer, welcomes a diverse pool of applicants, and makes employment decisions on the basis of merit.

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