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Senior Administrative Project Manager

Project Management | Pleasanton, CA | Full Time, Contract, and Temporary

Job Description

 Senior Administrative Project Manager 1874

Responsibilities:

  • Foundation Project Administration
  • Meet with vendor biweekly to review ongoing projects, current spend, and timing of annual projects
  • Track the budget and ensure we reach the minimum distribution requirement each calendar year
  • Review and approve recording of disbursements and advise of corrections as necessary
  • Facilitate the grant application and reporting processes by coordinating with potential/current grantees to answer any questions and ensure timely submission of requests and reports
  • Monitor the international grant application and disbursement process with vendor to ensure international grantees are able to receive funds
  • Manage Foundation policy updates, and act as main contact for program questions
  • Coordinate with the Foundation’s Assistant Treasurer to ensure all of the Foundation’s investments and expenses are accurate and properly recorded and prepare Foundation’s annual spending forecast
  • Coordinate annual foundation audit by working with vendors to prepare documents and establish credentials for auditors prior to start
  • Assist Foundation President with board meeting scheduling and preparation of board packet
  • Act as deputy secretary at board meetings by taking accurate notes and preparing minutes after each meeting
  • Monitor Foundation email inbox and respond to requests or forward to appropriate contact for follow-up
  • Save all records and documents following corporate record retention schedule
  • Accurately input grant request documentation and invoices into system
  • Work with grantee organizations and employee donors as 2nd level customer support
  • Run Foundation activity and grant reports as needed
  • Global Impact and Employee Life Project Administration
  • Manage the department’s budget providing forecasting reports and tracking actual spend for the Global Impact department
  • Manage VP’s calendar to arrange meetings, reserve space, ensure guests are registered with Security, order food, manage room set-up and break-down as needed
  • Manage the implantation of new business processes and programs for the Global Impact team. Become the first and best user on the team and provide 1:1 guidance for team members (and other employees) as they learn the new program/process
  • Create and maintain a process document archive for important Global Impact & Employee Life department processes
  • Open all purchase requisitions and submit all invoices for payment
  • Provide backup support for programs as needed, including New Hire Orientation and team volunteer events
  • Coordinate team meetings and events
  • Maintain Workspace presence for the Global Impact & Employee Life and Foundation sites, updating with news and stories under guidance from the team communications manager
  • Process payment, coordinate employee attendance, and provide marketing materials to charities for corporate sponsorships covered by the Global Impact’s sponsorship budget
  • Manage all team mailboxes
  • Take on special projects as needed
  • Provide backup support to People & Purpose Executive Assistant as needed
  • Represent the Global Impact & Employee Life team on various teams or committees as needed 

Requirements:

  • 5+ years of project management/executive support experience
  • Excel/Google Sheets experience (advanced skills)
  • Understanding of budget/financials
  • Customer service/strong written communication
  • Project management skills (i.e. drafting project plans)
  • Non-profit experience (i.e. board member, volunteer)
  • Outlook/Google Suite experience
  • Asana experience
  • Open to learning new technology roll outs, flexible, adaptable
  • Grant experience

$60 per hour                          Remote (Preference for Bay Area candidates)                         2 Month Assignment