Executive Assistant - *Temporary*

Temporary Executive Assistant Maternity Leave Coverage Full-Time Temporary Position Private Family Foundation Sonoma, California About This Role We're looking for a warm, highly organized, proactive, and dependable professional to join our small team for approximately 4-6 months while we cover a maternity leave. You will have time with the current position holder for hands-on training, and work closely with our COO to support your training and guide and work alongside you during your term at the Foundation. Our team is friendly, our office is calm, and the work is meaningful. If you enjoy keeping things organized, communicating helpfully with people, and being part of a mission-driven environment, this could be a great fit. What You'll Be Doing The function of this role is keeping leadership organized, supported, and moving forward. Most of your day will be spent on calendar management, meeting prep, and making sure the day-to-day runs smoothly. Assisting with a grant cycle is one part of the role — not the whole picture. Executive & Calendar Support Manage complex calendars and help leadership stay ahead of a full schedule of Zoom and in-person meetings Coordinate meeting logistics — sending invitations, preparing agendas, and organizing materials in advance Take notes and track action items so follow-ups are clear and nothing slips Help maintain a positive, organized, and upbeat office environment Assist with correspondence — drafting and organizing emails and keeping communications on track Handle day-to-day action items as they come up, supporting leadership in real time Travel & Expenses Research travel options and prepare organized itinerary summaries for leadership Log and track expenses in Expensify, our existing expense management system Grants Support This part of the role requires care and attention to detail. Our grant records are living documents — we reference them often and rely on them to stay informed and prepared. You'll have full access to our grant cycle calendar and systems, and we'll make sure you're set up to succeed from day one. Enter and log grant materials accurately into GivingData, our existing grant management system Track the status of applications, agreements, reports, and key deadlines across the grant cycle Maintain detailed, well-organized records so we always have a clear picture of where each grant stands Flag open items, outstanding information, or anything uncertain so nothing gets missed Provide real-time updates to leadership during grant meetings and check-ins — you'll be our reference point in the room Communicate with grantee organizations by email as needed to keep things moving Use our grant calendar to help keep the cycle on schedule and leadership informed What We're Looking For 3+ years of administrative or operations experience Comfortable with apple mail, calendars, and cloud-based tools (Google Workspace, iCloud, Microsoft Office, Zoom). Experience using Expensify, and Giving Data is a plus. Organized, reliable, and detail-oriented A good communicator who is comfortable corresponding professionally with outside organizations Willing to learn our systems — we'll walk you through everything Calm, adaptable, and good-humored in a small office environment Position Details Temporary position — approximately 4-6 months Anticipated start: July 2026 Full-time, Monday-Friday Based in our Sonoma, California office Hourly, Competitive compensation commensurate with experience About the Foundation The Foundation supports arts and culture, education, conservation, community development, healthcare, and other charitable initiatives across the United States and internationally. We work with nonprofit organizations, museums, educational institutions, and community partners to advance meaningful philanthropic impact — and we're proud of the relationships we've built along the way. We look forward to welcoming someone into our team who shares our commitment to doing good work with care and intention.

Pay:

$30.00 - $40.00 per hour

Work Location:

In person