The Susan Thompson Buffett Foundation Administrative Assistant Omaha, NE · Remote · Full time

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The Susan Thompson Buffett Foundation (STBF) is a private grant-making foundation with a U.S. home office in Omaha, Nebraska and a global home office in Kigali, Rwanda. Our staff is comprised of more than 100 individuals across two continents. With annual spending in excess of $1 billion, we are one of the largest private foundations in the U.S.

The Foundation is unusual among donors of its size in that it focuses on just two primary areas of grantmaking: (1) supporting women’s health and reproductive freedom in the U.S and around the world, and (2) enabling low-income students in Nebraska to attend and succeed in college. Unlike most foundations, STBF will not exist in perpetuity. After Mr. Buffett passes away (born in 1930), the Foundation’s grantmaking will increase substantially and then sunset over approximately
10-15 years.

Unit Summary

The Operations unit 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 a limited term employment (LTE) for 1 year, designed to provide administrative support to the team through a leadership transition. It 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 and other U.S.-based locations 4-8 times during the year. This role is based in the U.S. Applicants outside the country will not be considered. 

Responsibilities

Administrative Process Management  

• Manage and track documents for signature.  
• Compile materials and agendas for meetings and events.  
• Manage team-wide files and SharePoint site.  
• Other administrative support as needed. 

Operations Leadership Team Support  

• Support scheduling of Operations Leadership team meetings.  
• Manage agendas, materials, and notes for leadership team meetings. 
• Support travel booking.  

Office Management, Internal Meetings Support, 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 sites 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. 

*These responsibilities will likely change or evolve over time in alignment with the Foundation’s needs and initiatives. 

Qualifications

Background and Experience 

Required 

• Minimum of 3 years of experience supporting a team, including calendar management and general administrative support.  
• Excellent written and verbal communication skills. 
• Experience successfully managing administrative processes independently. 
• 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 Transparency

STBF is committed to pay transparency and fairness. The salary range for this position is $75,000-$87,000, 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. 

U.S. Based Employees have access to medical, dental, and vision insurance, 401(k) savings plan, paid parental leave, long-term disability coverage, life insurance, wellbeing benefits, among others. Employees also receive 11 paid holidays per year, end of year holiday break, and discretionary paid time off. STBF reserves the right to modify or change these benefits programs at any time, with or without notice. 

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.