Administrative Assistant, U.S. Programs

Job Type

Full Time


Minimum: $50,000.00
Maximum: $60,000.00
Details: The exact salary for this position will be based on experience



Application Deadline:



United States


Employment Opportunity

The Susan Thompson Buffett Foundation

Administrative Assistant, U.S. Programs

Position Title: Administrative Assistant, U.S. Programs

Reports To: Executive Assistant, U.S. Programs

Job Location: Omaha, Nebraska (non-negotiable)

Deadline for Application: May 16, 2018

To apply: Send resume to

Position Description

The Susan Thompson Buffett Foundation (STBF) is a private grantmaking foundation based in Omaha, Nebraska. The Foundation works toward a world in which every woman controls her reproduction and all reproductive decisions are treated with dignity and respect. The core mission is to prevent unintended pregnancy and ensure access to safe abortion in the U.S. and internationally. Additionally, the Foundation has a long-standing college scholarship program for Nebraska students, as well as an awards program to recognize outstanding teachers in the Omaha Public School system. The Foundation is organized into three grant-making programs (the International, U.S., and Scholarship Programs) as well as a Research and Evaluation Unit. STBF is seeking an Administrative Assistant to support the U.S. Programs Team. The ideal candidate must be highly organized, passionate about details, and excited to support the reproductive health, rights, and justice movement.


The Administrative Assistant will be a critical source of support and information to the grant-making staff as well as many of the Foundation’s grantees. The primary responsibilities are to support the administrative needs of the U.S. Programs Team and to ensure that the systems and logistics run smoothly and efficiently. Specific responsibilities include, but are not limited to, the following:

  • Owning key elements of the grant administration and tracking system
  • Processing new and renewing grants and contracts to ensure all appropriate documentation is acquired and completed
  • Maintaining detailed spreadsheets and lists
  • Filing key documents and information (electronically and in hard copy)
  • Prompting actions by others (internally and externally) in a timely manner
  • Creating and presenting reports and improving processes as needed
  • Handling meeting logistics
  • Working directly with venues, caterers, and others
  • Communicating with internal and external meeting participants and ensuring their needs are met
  • Preparing materials, taking notes, managing technology, handling set up and break down, and other requirements to ensure a successful meeting or event
  • Supporting the administrative needs of the U.S. Programs Team
  • Providing ad hoc administrative support for team members such as scheduling meetings and calls, making travel arrangements, and processing reimbursements
  • Ordering and stocking office supplies, assisting with upkeep of the office, technology, and equipment
  • Serving as a liaison between U.S. Programs and IT technology support staff
  • Serving as point person between the U.S. Programs Team and the broader Foundation in all administrative areas
  • Supporting the administrative needs of STBF
  • Collaborating with other administrative staff in the office to assist with office-wide administrative duties
  • Taking on special projects as needed and performing other duties as assigned



Specific qualifications include the following:

  • At a minimum, a high school degree or equivalent
  • An impeccable ability to safeguard confidential information, particularly for personnel-related matters and confidential Foundation business
  • Thrives in a fast-paced office environment and can efficiently manage a high volume of work without sacrificing quality
  • Is highly organized with strong attention to detail
  • Has a sense of urgency balanced with a high bar for output; even if a task is routine, it often must be done promptly
  • Has excellent critical thinking and problem-solving skills
  • Has a strong sense of ownership over tasks including follow through
  • Is willing to do what it takes to get the job done
  • Is always positive and flexible
  • Interacts with others in a professional, courteous and tactful manner
  • Communicates clearly and concisely to a range of audiences and works well on teams and independently to achieve results
  • Is comfortable with office technology (Outlook, Office, Dropbox, Google Docs, etc.) and proficient in Excel (bonus points for loving it)
  • Having experience using database software is a plus
  • Having experience with event planning is a plus
  • Has the flexibility to work extended hours when needed, as well as travel occasionally

Benefits and Compensation

The position is full-time and is based in Omaha, NE. The salary range for this position is between $50,000 and $60,000 with exact salary based on experience and new staff rarely starting at the top of the range. The Foundation offers a full and generous benefits package, including medical/dental insurance and a retirement program.

Expected Start Date

Flexible between June 1st – August 1st of 2018

Professional Level

None specified

Minimum Education Required

High School

How To Apply

Send resume to