Executive Assistant, Strategy & Operations

The OrganizationBallmer Group Philanthropy is committed to improving economic mobility for children and families in the United States, funding leaders and organizations that have demonstrated the ability to reshape opportunity and reduce systemic inequities.Ballmer Group Philanthropy is both a national and regional funder - we have a presence and invest deeply in southeast Michigan, Washington state, and Los Angeles County. Our organization was co-founded by philanthropist Connie Ballmer and her husband Steve Ballmer, former CEO of Microsoft, founder of USAFacts, and chairman of the Los Angeles Clippers. Learn more at and /company/ballmer-group.Our ApproachSince our founding in 2015, our focus and impact areas have continued to expand, informed by our grantees work and by data that shows where the deepest inequities lie. We invest in multiple impact areas and systems that can impact economic mobility - such as early learning, K-12 education, college and career pathways, housing, behavioral health, and criminal justice - and we support leaders and organizations that focus on undoing systemic racism and the barriers it has created. In addition, we make grants in "Levers" that can improve outcomes across these issue areas and in the priority regions, such as improving data/tech infrastructure for data collection and reporting, achieving community impact through rigorous local Place Based Partnerships, and partnering with Government to invest in what works.The OpportunityBallmer Group (BG) seeks a proactive, collaborative, and detail-oriented Executive Assistant (EA) to join our Strategy & Operations (S&O) team. This team is charged with: a) ensuring strategic clarity and alignment across the Philanthropy team; b) making the day-to-day business of the Philanthropy team run as smoothly as possible; and c) ensuring that decision-makers have the right information, at the right time, and in the right format to make informed and efficient decisions.In this role, the EA supports all three core functions of the S&O team in two key ways: a) providing calendaring and administrative support for the Executive Director, S&O, and broader S&O team; and b) working with the Executive Director, S&O, and other senior BG leaders to coordinate operations across the Philanthropy team.The role is designed for an administrative expert with an operations-focused mindset who is excited to learn and grow yet confident in their ability to lead and implement projects with minimal direction.In addition to being organized and efficient, a successful EA candidate will build trusted relationships with a variety of stakeholders. They will have a passion for BG's mission and a character that models BG's core values of respect, collaboration, agility, and accountability, as well as our commitment to equity, diversity, and inclusion.This is a collaborative, individual contributor role; it does not include direct people management.Key Priorities & ResponsibilitiesThe EA will be responsible for the following functions and responsibilities for the S&O team:Administrative support to the Executive Director and broader S&O Team (35%)Manage the ED's calendar, including scheduling meetings and events, compiling agendas, tracking deadlines, and identifying/elevating potential conflicts so they can be addressed proactively.Plan, arrange, and manage all travel logistics and expense reports.Manage logistics and preparations for large and small meetings and events led by the ED (internal and external, virtual and on-site), including tech set-up, greeting guests, room setup/breakdown, and notetaking.Process contracts, subscriptions, and maintain user access for membership accounts managed by the S&O Team.Support the development of meeting agendas and materials for key meetings across the S&O Team, including weekly team meetings and biannual team retreats.Support the planning and execution of grant review meetings, collaborating closely with the Grants Management Team and the CEO's and Co-Founders' EAs.Organize and maintain electronic filing system and similar record-keeping responsibilities for the S&O Team.Work with the ED to build and sustain a strong, cohesive, and inclusive culture within the S&O team, including identifying, planning, and executing team-building activities.Coordinate operations across the Philanthropy team (65%)Work with members of the S&O team and EDs across the organization to coordinate the Philanthropy team's annual goal-setting and budgeting process, track spending against budgets across the organization, and identify/investigate/elevate issues as needed.Support planning, budgeting, and implementation of contracts across the Philanthropy Team, including working with EDs and the CEO to approve, execute, and manage contracts.Support onboarding of new hires across the Philanthropy team, including working with hiring managers to develop and execute onboarding plans.Support the planning and execution of strategy-related meetings across the organization, including the Annual Strategy Review, biannual "sync weeks," and ad hoc strategy and learning sessions throughout the year.Build and maintain internal relationships across the Philanthropy team to ensure ongoing collaboration across teams, particularly with EAs and other operational roles across the team.Support other operations-related projects/initiatives for the ED as needed, including end-to-end project management when appropriateQualificationsRequired Experience, Skills, Education:Bachelor's Degree plus 5 years' administrative and/or operational experience required, including experience managing budgets and contracts.Proven ability to work independently with good decision-making skills.Strong project manager with the ability to handle competing priorities and see clear connections between administrative and operational needs.Experience and ability to work with diverse constituencies and build strong working relationships both internally and externally, including contributing to a great office culture.Comfortable with technology and troubleshooting tech issues, able to tinker and pick up new technologies easily.Excellent written and oral communication skills with an ability to develop strong communications and presentation materials, via Microsoft Office applications.Comfortable working with data and strong analytical skills in Excel, particularly with setting and monitoring budgets.Keen attention to detail, especially when dealing with numbers and spreadsheets.Sound judgement with an ability to handle confidential and sensitive information.Direct experience in/or knowledge of philanthropy and grantmaking, which might include close association with philanthropy through businessPreferred Experience, Skills, Education:Nonprofit or government sector experience.Self-starter attitude and solution-driven, able to work in a dynamic work environment, looks beyond the obvious and doesn't stop at the first answer or challenge encountered.CompensationThe starting cash compensation range for the Executive Assistant role in Bellevue, WA includes an annual base salary hiring range of $78,100 to $97,700, plus a 10% annual performance bonus target opportunity. The annual base salary maximum for the role is $117,300. We aim to hire new employees within the hiring range to allow future compensation growth. Individual pay increases are assessed annually based on multiple factors such as demonstrated skill in the role and context, progress and performance against goals, and increased experience.Featured Benefits & PerksMedical, dental, and vision insurance with employee and dependent premiums entirely paid for by Ballmer Group3 weeks of paid vacation annually11 paid holidays, plus paid days off for the weekdays between Christmas and New Year80 hours of paid sick leave annually401(k) with 12% employer contribution2:1 Ballmer Family Giving Match for charitable contributions, and $50 donation per volunteer hourProfessional development reimbursement up to $2,000 per yearEmployer-paid life insurance of 3x salary up to $1,000,000Reimbursement up to $40,000 (lifetime limit) for Fertility & Family Building (including Back-up Childcare reimbursement up to $5,000 annually)Healthcare and Dependent Care Flexible Spending Account (FSA) optionsParking or transportation (Orca card) up to $250 monthlyCash stipend of $300/month (for cell phone, wellness expenses, etc.)Identity theft protectionLocation & Hybrid WorkThe position is based in Bellevue, WA. Our organization practices intentional hybrid work"‹. All Ballmer Group Philanthropy employees are expected to work on-site Tuesdays and Thursdays during overlapping core hours of 10:00 am to 3:00 pm. Mondays, Wednesdays, and Fridays remain flexible work-from-home or office workdays.Ballmer Group is an equal opportunity employer and is dedicated to building an inclusive workforce where diversity is valued. Individuals seeking employment at Ballmer Group are considered without regard to race, color, religion, national origin, age, sex, marital status, ancestry, physical or mental disability, veteran status, gender identity, or sexual orientation

Created: 2025-03-08