Administrative Coordinator

HOURS: -   Part-time 20 to 24 hours per week

LOCATION: 131 Steuart Street, San Francisco, CA (Hybrid)

Seeking a highly organized and detail oriented Administrative Coordinator to support Foundation Staff with a variety of administrative functions and office management. 

PRIMARY RESPONSIBILITIES

Administrative Support – on-site and virtual

• Assist President with scheduling, coordinating meetings, and convenings
• Assist all levels of staff as needed.
  • General administrative tasks, scheduling meetings, disseminating materials, and special projects as needed
  • Assist with travel arrangements and reimbursements for program staff and fellows as needed
  • Assist with accounts payable and human resources as needed
  • Employee timesheet and credit card receipt administration
  • Primary contact for shared calendar
• Schedule and coordinate staff meetings
• Host conference room meetings for community partners and Board as needed.
• Support special events and periodic large convenings of philanthropic partners and grantees (local or state travel maybe required)
• Managing phone and email traffic

Office Management – on-site

• Maintaining the office and equipment
• Sort mail and distribute to staff electronically weekly
• Liaison between building management and staff and outside vendors
• Inventory/ordering office equipment and supplies
• Manage onsite and offsite files

Technology Coordination – on-site and virtual

• Manage Video for meetings and convenings
• Primary contact for phone system, technology and website consultants
• Computer troubleshooting for staff as needed
• Maintaining and archiving shared electronic files
• Management of shared contacts database

DESIRED SKILLS

• Minimum 3 or more years of experience with administrative assistance and/or office management
• Excellent organizational skills and attention to detail
• Strong interpersonal skills, verbal and written
• Self-starter, resourceful, able to work independently and prioritize assignments with minimal supervision
• Event coordination experience
• Good experience with Microsoft Outlook, Word, Excel, Adobe Acrobat, Box and GoogleDrive
• Ability to work well with all levels of internal management and staff and outside clients and vendors
• Familiarity with non-profit or philanthropic foundation