Executive Administration & Program Operations

Position description

The Michael & Susan Dell Foundation (www.dell.org) builds pathways that change lives for families around the world. With offices in Austin, New Delhi, Cape Town, Nairobi, and Tel Aviv, the foundation supports programs that advance quality public education, promote children’s health, and strengthen family economic stability. Since its inception, the foundation has committed over $2.8 billion to initiatives that expand opportunities and improve outcomes for families globally.​

Duties

The Michael & Susan Dell Foundation currently has a new Officer, Executive Administration & Program Operations position open in Austin, Texas reporting to the Head of US. This role requires that the person is based in Austin, Texas and will reside on our US Programs team. This position requires a highly collaborative candidate with strong project management and administrative skills and a “get things done” attitude. 

In addition, an emphasis will be placed on the following: 

• Strategic ability to see across organizations and systems, making connections where others cannot. 
• Exceptionally high level of attention to detail 
• Consistent follow-through and high reliability 
• Evidence of continuous improvement practices 
• Ability to balance and coordinate workloads across multiple projects 
• Highest level of trustworthiness and confidentiality 

Roles & Responsibilities: 

The Officer, Executive Administration & Program Operations role is a blend of administrative & project management responsibilities. Every day will look and feel different, so the candidate needs to thrive on variety and be a master at balancing multiple priorities. 

ADMINISTRATION: 25% 

• Proactively coordinate agendas, content, logistics, and/or webinars for US grantee meetings. 
• Provide executive support to the Head of US by managing Outlook calendar, coordinating business travel and expense reporting. 
• Support Head of Finance & Operations with business travel, as well. 
• Prepare a variety of executive, sensitive, confidential, official and/or legal documents in email, Word, Excel and PowerPoint
• Own and manage the creation of quarterly board updates / highlights and executive ready presentation materials (primarily in PowerPoint) 
• Correspond to emails regarding general instructions, filtering questions to the correct staff member, and helping the team communicate with the community 
• Responsible for proofreading and editing various materials and occasionally, recording and distributing meeting minutes 

PROGRAM OPERATIONS: 75% 

Program Development: 

• Contribute to departmental, group, and cross-Foundation activities designed to help MSDF pursue its mission through collaboration and effective planning. 
• Provide project management assistance for internal cross-functional/Programs team projects, including managing deliverables and meeting schedules, incorporating change management, documenting decisions and output, and communicating updates to stakeholders. 

Actively Manage Programs and Program Outcomes: 

• Provide oversight to timely accomplishment of active giving management activities by US Programs’ staff, including milestones, payments, reporting, meetings, etc., and tracking of such in the grant-making system. 

Portfolio Assessment and Knowledge Management: 

• Serve as a reviewer for due diligence compilation of documentation for all US Programs investment proposals during docket submission process. 
• Assist with development and oversight of contact management and sourcing pipelines, outlooks, and planning for over $150 million USD in giving per year for US Programs. 

Communications: 

• Assist with reporting on US Programs’ initiative-level goals and accomplishments on a quarterly basis at Business Unit Reviews and Board Updates. 
• Work with the US Portfolio Heads to develop and coordinate the content for those documents.

Qualifications

EDUCATION / EXPERIENCE YOU WILL NEED TO BE SUCCESSFUL IN THIS ROLE: 

• Advanced MS Office skills with emphasis on Excel, Word, Outlook, and PowerPoint. 
• Business Intelligence/Analytics tool experience such as Tableau. 
• Ability to represent the Foundation to persons outside the organization and interact with all in a professional, courteous, and tactful manner. 
• Willingness to learn and grow. 

IDEAL QUALIFICATIONS: 

• A mission-aligned individual with a bachelor’s degree 
• 7+ years of executive administrative experience; project management experience required, PMP certification is a plus. 
• Experience in engaging and collaborating with a wide range of teams. 
• Experience working with global teams preferred. 
• Advanced computer skills in MS Outlook, Word, Excel, PowerPoint, LinkedIn, SharePoint and Adobe Acrobat are required; knowledge of Salesforce is desirable. 
• Ability to conduct basic analytics, manage calendars, and create and edit documents and templates 
• Proven ability to acquire new software skills and utilize office conferencing technology 
• Proven ability to balance multiple priorities and meet deadlines within an ever-changing environment 
• Exceptional oral and written communication skills, including proofreading 
• Experience composing official correspondence, advanced PowerPoint presentations, reports, research papers and other complex documents 
• Ability to maintain confidentially and handle sensitive information in a professional manner.

Application instructions

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