Administrative Assistant – Garfield Foundation – Lafayette, CA

The Garfield Foundation is a non-profit private foundation that awards grants for environmental and community revitalization initiatives and supports collaborative approaches to solving complex problems via its Collaborative Networks program There are seven employees involved with projects implemented across the country. The Administrative Assistant is a full time position based in the Garfield Foundation’s Lafayette, California office, within walking distance of BART. Responsibilities include:

Office Systems Coordination

Manage the Foundation’s Google App Suite (i.e., Drive, Docs, Calendar and Hangouts).
Manage the Foundation’s cloud e-file systems and streamline as needed
Transition paper files to cloud files and maintain modest hard copy file system
Track incoming mail to and forward to Supervisor or Program Advisors for appropriate follow-up
Help with maintenance of office equipment (i.e., computers, printers/fax, scanner, telephones, and internet) by troubleshooting and if necessary, liaising with appropriate technician for repairs.
Answer office phones and take messages when appropriate
Sort and distribute mail
Manage office and meeting supply procurement

Expenditure Management

Record authorized invoices/credits in payment log and mail weekly to bookkeeper for processing
Create tracking system for external contractors and consultants and receive and process expense reimbursements
Receive and process travel expense reimbursements for CN Program meeting participants
Set up and manage system to track program specific expenditures
Assist with disbursement of grant payments
On request, organize expense reports for staff and submit to bookkeeper for reimbursement

Grants Management Database

Fluxx database front end system management: *

Enter/extract data
Manage grant workflow and generate necessary documentation, from grant application to closure (e.g., docket preparation, grant agreement preparation and execution, submission of grantee reports and other support documentation, grant closures).
Utilize Adobe Acrobat Pro to edit/transfer system generated letters into editable formats
Train new users on system functionality and train existing users on system updates/changes

Fluxx back-end/technical administration: *

Create and customize automated forms, letters, and emails
Work with Fluxx technical support to troubleshoot issues and monitor solutions
Monitor common user suggestions, issues, challenges and make necessary system changes to ensure a streamlined and user-friendly experience

Complete data conversation in-process by scanning & filing paper files to Google Drive cloud

* Training on the specific Fluxx database system will be provided. Familiarity with database systems will be helpful.

Senior Staff Support

Arrange travel logistics (hotels, flights, rental cars) as needed
Manage calendar, schedule appointments, screen calls, respond to emails on request
Follow-up on special requests such as speaking engagements (gathering more information as needed)
Backstop team meetings on-site or locally by helping with logistics and reservations

The Administrative Assistant supports only the CN Program Director with these duties.

Meeting Logistics

Help arrange venue and travel logistics for Garfield Foundation board meetings (two per year)
Send board meeting materials to trustees in advance of meetings
Backstop CN Program Coordinator for meetings that are organized and managed by the CN Program


Proficiency with Mac and MS Office for Mac software (Word, Excel, Outlook, and PowerPoint)
Well versed in the use of Google Aps Suite (Drive, Docs, Calendar, Hangout) and enthused about identifying other office management applications
Experience with databases preferred (noting that training will be provided for the Foundation’s specific grants database)
Organized, detail-oriented, good multi-tasker
Good communication skills
Team player
Takes initiative

How to apply

Please send resume and cover letter by April 6th to:, noting in subject line: ADMINISTRATIVE ASSISTANT POSITION