[Hiring] Executive Assistant, Operations @The Susan Thompson Buffett Foundation

Role Description

The Operations unit (aka COO remit) manages the key components that drive organizational effectiveness, focusing on Human Resources, IT Operations, Global Operations, Security, Facilities, Travel, and Events. The Operations unit ensures seamless integration of, and alignment with, the Foundation’s mission and values. Our unit is responsible for implementing best practices, driving efficiency, and fostering collaboration across the Foundation.

• This role is remote-eligible, with a preference for applicants to be based in a central or eastern time zone.
• The selected incumbent will be expected to travel to Omaha about 6 times per year and elsewhere about 2 times per year for staff meetings.
• This role is based in the U.S. Applicants outside the country will not be considered.
• Applications will be accepted until October 5, 2026.

Responsibilities

• Complex Calendar Management
  • Provide full calendar management support to the COO and light calendar management support for the Chief of Staff to the COO.
  • Oversee the COO’s long term and daily calendar, working directly with the COO and on the COO’s behalf to schedule meetings, strategically manage time, and rearrange calendar as needed to accommodate changes.
  • Provide international and domestic travel logistics support for the COO and fellow travelers, as needed.
  • Generate regular reports on COO calendar and time use to facilitate discussions on time management and priorities.
• Administrative Process Management
  • Manage and track documents for COO signature.
  • Solicit, and at times create, meeting agendas for the COO’s meetings.
  • Compile materials for meetings and events.
  • Submit monthly expense reports for COO and Chief of Staff to the COO.
  • Other administrative support as needed.
• Events, Office Management, and Projects
  • Manage logistics for internal events, including but not limited to:
    • Operations Team In-Person meetings and retreats (virtual and in person).
    • All Foundation Team meetings and retreats (virtual and in person).
  • Assist on Operations Team Projects including but not limited to:
    • Consolidate, format, and proofread quarterly internal newsletters.
    • Maintain Operations team calendar, including team-wide meetings, PTO, and birthdays.
    • Maintaining Team SharePoint site and files.
  • Assist Omaha Operations Manager during times when large numbers of remote staff are in office, including but not limited to:
    • Order and set up supplies and food for team-building meals and activities in the Omaha Office.
    • Ensure office supplies and kitchen items are re-stocked as needed.

Qualifications

• Required
  • At least 6 years of experience supporting an executive in a medium-to-large-sized organization, including calendar management and general administrative support.
  • Excellent written and verbal communication skills.
  • Demonstrated ability to steward executive time strategically and support priority/time alignment.
  • Experience successfully managing administrative processes independently on behalf of executives.
  • Strong proficiency with Microsoft tools including Word, Excel, Outlook, Teams, SharePoint, OneDrive, OneNote, and CoPilot.
• Preferred
  • Experience with nonprofit, philanthropic, or mission-driven organizations.
  • Experience working with a globally distributed team.

Attributes for Success

• Respectful Collaborator – You approach all interactions with respect for others, recognizing that everyone’s work and time is valuable.
• Service-Oriented – You thrive in a service-oriented role where no task is too small.
• Flexible – You are comfortable with ambiguity and organizational change and don’t mind rearranging calendars, travel, and processes to accommodate shifting needs.
• Clear Communicator – You communicate often and clearly with your team to ensure alignment.
• Organized and Detail-Oriented – You take pride in high-quality work, bringing a strong commitment to accuracy and follow-through to your work.
• Perceptive and Proactive – You quickly grasp underlying dynamics and risks of a relationship or professional situation and can proactively work to address those dynamics and risks.

Our Commitment to Equal Opportunity

We are committed to creating a workplace where employees thrive both personally and professionally. This includes not only creating a diverse team where everyone feels represented, respected, and included, but also embedding these values across our work and practices. All applicants should expect equality of opportunity and fair treatment without regard to any protected characteristics.

Our Commitment to Pay Transparency

STBF is committed to pay transparency and fairness. The salary range for this position is $114,000 – $130,000 per year, which reflects our good faith estimate of what we expect to offer. Where a candidate falls within – or, in special circumstances, above – this range will depend on factors such as experience, skills, qualifications, and internal equity. We encourage open discussions about compensation throughout the hiring process.

Shared Values

• A genuine understanding of, and appreciation for, the significance of our values: (1) Respect for Donor Intent, (2) Integrity, (3) Humility, and (4) Love of Humanity.
• An alignment with the Foundation’s progressive values, including unambiguous support for individual reproductive freedom.