Job Description

Administrative Assistant

San Francisco, CA — Hybrid Work Arrangement

Direct Hire Position — Background Check Required

About the Organization

Our foundation works to advance a world where nature and communities thrive. With a focus on fostering collective action to address complex social challenges, we support field building, movement infrastructure, and collaborations necessary for significant and sustainable change. We are headquartered in San Francisco, California, with partners across the globe.

Administrative Assistant Role

We are seeking a detail-oriented, collaborative self-starter to join our mission-driven team as Administrative Assistant. This key team member provides administrative support for the Foundation with lead responsibility on physical and virtual office operations. The Administrative Assistant will play an important role in our hybrid workspace, working proactively to ensure our office is a safe and welcoming space for focus, collaboration, and fun.

This is a full-time non-exempt position, located in San Francisco, reporting to the Chief Operating Officer (COO). Our hybrid work arrangement includes in-office presence Tuesday, Wednesday and Thursday, with remote work on Monday and Friday, depending on business needs.

Responsibilities

Physical and Virtual Office Management:

• Proactively maintain Foundation-wide calendar including Zoom links or physical locations; ensure a comfortable and safe office by managing supplies for office and kitchen upkeep; monitor compliance with evolving COVID regulations and best practices
• Manage logistics for staff meetings, quarterly board meetings, and special events, which may be in-person or virtual; take notes and circulate resources before and after meetings
• Maintain overall office appearance and functionality by interfacing with vendors and building management. Troubleshoot minor computer, printer, smart phone, or other equipment issues; request IT service and support
• Create a welcoming and accessible environment for visitors: communicate directions to the office, arrange catering, greet guests, and set up for meetings

Administrative Support:

• Accounting support: create weekly invoice payment memo which includes meticulous preparation of invoice submissions, proofreading, editing, and similar tasks
• COO support: manage calendar and meeting schedule, create expense reports, filing, and other tasks such as correspondence, presentations, expense analysis, reports, and summaries
• Document and contract support including proofreading, editing, formatting, light copy and scan projects, and maintaining paper and electronic filing systems
• Projects as needed such as: job postings, interview scheduling for recruiting, website updates, email blasts

Skills and Experience

• Outstanding organizational, administrative, and analytical skills, with excellent attention to detail
• Highly developed computer skills including full literacy in Microsoft Office suite, including Word, Excel, PowerPoint, and especially Outlook for scheduling purposes
• Interest in our foundation's mission and grants programs
• Ability to see beyond the immediate tasks to understand how this role contributes to the broader organizational mission and goals
• The ability to anticipate needs within areas of responsibility and proactively accomplish tasks
• Strong writing and editing abilities
• The ability to be a self-starter who assumes hands-on responsibility, balances competing priorities and deadlines, and demonstrates sound judgment and good problem-solving skills
• Strong communication skills, capable of speaking and writing with all levels of formality
• Experience working in a professional office environment
• Interest, comfort, and strength working in a dynamic organization
• Mailchimp, WordPress, Zoom, and Photoshop skills are a plus

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing this position, the employee is regularly required to operate a personal computer for up to 8 hours a day, to talk on the telephone or webcam for multiple hours per day, and to have the ability to talk and hear. The employee is occasionally required to lift and/or move up to 10 pounds.

Because this position has in-office responsibilities, the employee will need to be fully vaccinated against COVID-19, although reasonable accommodation requests will be considered.

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