Operations Assistant and Office Manager (San Fransisco, CA) job in San Fransisco

Operations Assistant and Office Manager (San Fransisco, CA)

You are mission-driven and action-oriented. You love to get involved and work as part of a team to accomplish something great. Any job is your job if it helps the team succeed, and you thrive on variety. Today, you’re looking for a role where you can use those traits to make a real difference in the world by advancing the most important social issues facing humanity today.
If that sounds like you, Arabella Advisors can’t wait to meet you.

Arabella Advisors seeks a resourceful, detail-oriented, and highly organized individual to serve as Operations Assistant and Office Manager in the San Francisco office. You will ensure a smooth-running office and play a lead role in connecting staff to our cultural values through events that you design and manage. Additionally, you will provide administrative and project support on internal projects for the Managed Organizations team. This is an excellent opportunity for someone interested in learning about the social enterprise sector and building familiarity throughout local and national philanthropic communities.

Essential Responsibilities

Administrative Office Management

• Serve as front desk receptionist and office manager
• Plan cultural and team-building activities for office
• Coordinate logistics for meetings and social events in office
• Develop and/or support logistics for firm-wide all-staff meetings and cultural activities
• Manage vendors, supplies, and guest reception
• Work with building management to address office issues
• Manage internal general calendars and staff recognition days (i.e., staff anniversaries and birthdays)

Administrative and Project Support

• Maintain up-to-date project data and information in various technology systems, including but not limited to Salesforce and client-facing intranet websites
• Produce reports from project data systems to identify, locate and correct missing or erroneous project information. Assist with team-wide data gathering and measurement of key indicators
• Maintain and organize team process and procedure documents, including templates, on all platforms, ensuring version control
• Assist with maintaining budgets and financial documents
• Manage the signatory process, ensuring documents are signed timely
• Assist with the preparation of subgrant documents
• Contribute to data gathering and measurement for business operation goals
• May manage expenses for sales team members
• Other administrative tasks and special projects as needed

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

• Two to four years of professional experience
• Bachelor’s degree required
• Proficiency in Microsoft Outlook, Word, PowerPoint, and Excel
• High degree of organization and attention to detail
• Flexibility, initiative, and entrepreneurial spirit
• Exceptional customer-service and interpersonal skills
• Ability to draft high quality written materials and correspondence
• Ability to manage and make progress on multiple projects simultaneously, including working cooperatively across teams

Other Highly Preferred Knowledge, Skills, and Experience:

• Familiarity with Salesforce
• Event planning experience
• Prior work in an office management role

Our Core Competencies:

• The ability to provide excellent, reliable service, including the ability to effectively recognize and elevate potential challenges, gather the information necessary to create and carry out solutions, and support those solutions with clear communications and thorough follow up
• The ability to manage time, resources, and priorities to complete tasks on time with high-quality results
• The ability to be a positive and professional liaison for stakeholders such as clients, team members, and senior leaders, including understanding how the role relates to those stakeholders and how to gather information and resources from them in order to achieve certain goals
• The ability to communicate clearly, concisely, and professionally to various audiences over various mediums
• The ability to effectively collaborate, including a willingness to go above and beyond to help the team achieve goals, solicit others’ perspectives, share knowledge, and participate in activities that support diversity and inclusion
• A demonstrated eagerness to learn and take on new challenges, including an openness to direction and feedback and a willingness to ask questions
• The ability to take ownership and be creative and solutions-oriented when encountering challenges that don’t have obvious answers, and to be resilient when things become difficult

About Arabella Advisors

Arabella Advisors helps foundations, philanthropists and investors who are serious about impact achieve the greatest good with their resources. We work on issues ranging from the social and economic advancement of women and girls, and conservation of our climate and planet, to reducing poverty and inequity in the United States and around the world. Our staff members are mission-driven and action-oriented, and have a unique combination of experience in philanthropy, business, nonprofits, government, finance, law, and other fields. We combine creative, strategic thinking with knowledge and networks developed through decades of hands-on experience. The fastest-growing philanthropic advisory firm in the nation, Arabella is also a certified B Corporation.

Working with Us

We are committed to having a passion-driven, inclusive, transparent, collaborative, healthy, and fun culture. We invite you to visit our careers page to learn more.

To encourage work/life balance, we offer flexible work options. Our office is an open space with cubicles and standing desks and informal work areas. Our salaries are closer to the range of a nonprofit and our benefits are excellent. You’ll start with three weeks of vacation, 80 hours of personal time, and 20 hours of paid time to volunteer at an organization of your choice. In addition to six federal holidays, you get to pick four more from a list of inclusive religious holidays and your birthday.

We have a competitive health package that includes medical, vision, dental, and prescription insurance. We also provide funds for professional development, a fitness benefit, and cover part of your personal cell phone plan.

How to Apply

Submit a resume and a one-page cover letter online. The cover letter should address why you’re excited to work at Arabella and why you’re qualified for this specific job.

We value diversity and inclusion and encourage all qualified people to apply. If we can make this easier through accommodation in the recruitment process, please let us know.

While Arabella is open to individuals from various locations applying to join our team, please note that we generally are unable to pay for relocation expenses.

We will review applications as they are received and look forward to hearing from you.