Office Manager and Operations Assistant job in Washington

A doer and jack of all trades who will serve as the backbone of Arabella’s Washington, DC office.

We seek a detail-oriented, organized, resourceful, and customer-focused individual with experience in office management, workplace services, and/or project management. A vital member of the Operations team, the Office Manager will play an important role in supporting Arabella’s new hybrid workplace strategy, which includes a mix of staff working in offices and from home.

In this role, you will foster a welcoming and efficient work environment by managing the day-to-day operations of the office. You will also play a lead role in helping your colleagues live closely to Arabella’s values through culture activities you design and implement. We are looking for individuals that enjoy face-to-face interactions throughout their day, enjoy bringing people together, can adapt when plans change, and believe no task is too small. This is an excellent opportunity for someone interested in learning more about operations, philanthropy, and the social enterprise sector.

Essential Responsibilities

Office and Facilities Management

Serve as front desk receptionist and office manager by welcoming guests, directing phone calls, receiving and distributing mail, maintaining security system and protocols, and answering staff questions regarding office processes and facilities policies

Coordinate use of facilities to support operations in a hybrid work environment by maintaining flexible space and seating and assisting staff who work both from the office and from home

Oversee procurement of office supplies and lead the selection and supervision of vendors for facilities maintenance

Liaise with building management and external vendors to address facilities issues

Assist with coordination and logistics for client meetings, executive events, firm leadership meetings, and firm-wide meetings and retreats as necessary

Serve as first point of contact for subtenants who lease space in Arabella’s office, providing assistance as needed with facilities issues

Firm Culture

Plan and execute social events, team-building activities, and firmwide culture events throughout the year

Manage calendar for internal events and staff recognition days (i.e., staff anniversaries and birthdays)

Plan and implement the office’s major annual culture events (all-staff summer activity, volunteer day, and year-end holiday party), leading budget management and vendor selection and coordination

Special Initiatives

Contribute to and lead components of firm-wide Operations team projects such as knowledge management initiatives, the procurement and administration of a travel management platform, alignment with B Corp certification standards, and evaluations of vendors’ alignment with Arabella’s DEI commitment and values

Manage additional projects as assigned

To Be Successful in This Role, You’ll Need:

2-3 years of professional experience

Ability to work onsite from Arabella’s Washington, DC office four to five days per week

Outstanding organizational skills and strong attention to detail

Exceptional customer-service and interpersonal skills such as tact and diplomacy; ability to efficiently and independently address routine service matters, to suggest effective client-centered solutions when elevating challenges or concerns, and to understand how the team can operate to maintain high-quality service

Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint, and comfort with technology

The ability to communicate clearly, concisely, and professionally verbally and in writing, including the ability to adapt style, tone, and content to various audiences; and to collaborate with others to produce strong written deliverables

Ability to manage multiple projects simultaneously in a fast-paced environment and understand how those projects impact the office, team, and/or firm’s objectives

The ability to understand stakeholders’ perspectives and circumstances, and to build and manage strong relationships that reflect that understanding.

The ability to work cooperatively and inclusively with others to achieve shared goals, including knowing when and how to compromise, being willing to proactively help colleagues, and sharing knowledge in various mediums

An enthusiasm for taking on stretch and development opportunities, including the ability to accept feedback and use it to improve performance

The ability to take ownership and be creative and solutions-oriented when encountering challenges that don’t have obvious answers, including knowing when to elevate challenges along with possible solutions

Demonstrated ability to bring an understanding of how privilege and marginalization affect interactions and work with others

Other Highly Preferred Knowledge, Skills, and Experience:

Prior work in an office management role

Experience working with vendors and contract development

Experience with SharePoint

Event planning experience and an interest in creating inclusive and engaging programming

High level of technological proficiency, particularly in Microsoft Office

A light-hearted and flexible approach to work