Administrative & Operations Assistant

 

Overview:

FACES SF (Family and Child Empowerment Services) provides high-quality childcare for low-income families; job support, training, and placement for adults; and comprehensive family support services and referrals. Our mission is to serve the needs and well-being of San Francisco’s young children and empower families to become self-sufficient. We are seeking a self-starter Operations, Manager & Administrative Assistant, to join our team at the Haight Ashbury location. The Ops & Administrative Assistant will directly support the COO and Development Manager with day-to-day tasks and is the project manager on all facility/IT operational duties for the organization. The Ops & Admin Assistant is proactive, professional and able to coordinate between organizational departments, as well as maintain strong relationships with external partners. This is an exempt role reporting directly to the COO.

 

Minimum Qualifications:

  • Two year AA degree (Bachelor’s preferred)

  • 2-3 Years of Office Management Experience

  • Proven ability to maintain positive communication with clients, external vendors and staff

  • Ability to create and build relationships and provide excellent customer service

  • Impeccable written and verbal communication skills

  • Strong technical and computer skills

  • Expert in the basic social media platforms of Facebook, Twitter and Instagram

  • Ability to work accurately, independently and to handle multiple tasks simultaneously

  • Proficient in Microsoft Office Suite and Google software( Word, Access, and Excel)

  • General knowledge of office machines and telephone systems

 

Operations (70%)

Facilities:

  • Serve as the project manager for facility related repairs, upgrades, and maintenance

  • Manage ongoing list of facility related tasks for all four locations and coordinate with site administrators and supervisors

  • Schedule and oversee facility repairs, remodels, and maintenance for all four locations

  • Manage communication with outside vendors and contractors

  • Manage facility-related purchases and installations

 

IT:

  • Manage and monitor the ongoing list of IT related tasks for all four locations

  • Serve as the point of contact between the organization and our IT service provider

  • Serve as the administrator of phone related needs (assigning new emails, phone extensions, changing extensions, passwords, redirects, etc)

 

General:

  • Manage contracts between the organization and outside partners

  • Purchase supplies for the Administration and Enrollment teams on a weekly basis.

  • Design and order all logo related stationary

  • Participate in the planning and execution of all staff, and board retreats

  • Assist Development, HR, and Finance Departments with special projects as needed

 

Assistant to COO (30%)

  • Manage and maintain the COO’s schedule, conference attendance, and meeting requests

  • Serve as the point of contact between outside connections and the CEO as needed

  • Light travel planning

  • Manage the CEO’s timesheet and monthly expense reports

  • Manage the COO’s monthly expense reports

  • Craft and edit the COO/CEO’s correspondence as needed

  • Create the Agenda, make sure the monthly Dashboard is complete and compiles the Board Report as well as the Consent Calendar for quarterly Board of Directors meetings

  • Work closely with the Development Manager; assist in creating materials and correspondence that relate to all FACES fundraising efforts, – including data base entry and website updates

  • Assist in some grant research and writing

  • Serve as lead on certain outward facing FACES SF special projects

  • Other tasks as needed

 

You Possess these Qualities:

Professionalism
Our Admin and Ops Assistant will know and treat everyone—from the kitchen staff to the CEO—with the highest respect. You don’t play office politics, gossip or betray confidences. As a result, you are trusted and maintain collaborative and open relationships.

Collaboration
You view yourself as a partner to our CEO. You work to accomplish objectives; complete tasks that would otherwise clog up his schedule. You are on the run with the ongoing list of both internal and external stakeholders as well as new contacts.

Organized
You are the heartbeat of Faces- You know what’s happening with the CEO, Leadership Team, the departments and the organization as a whole—as well as with being aware of the status of ongoing projects.

Communication
You are often the first person to greet clients, stakeholders, board members, donors and vendors. You’re warm, outgoing and gregarious. As the organization’s go-to person, you communicate clearly, concisely and persuasively-face-to-face, in reports, memos, client communications, even routine email. You possess clear, concise and impressive writing skills. 

 

What We Offer:

  • Competitive salary.

  • 10 paid Holidays AND a paid winter closure between Christmas and New Years.

  • A retirement plan with employer match up to 4% of your salary

  • Ongoing professional development for all staff

  • Management support and reimbursement opportunities for your continuing education

  • A chance to make a difference in the lives of kids and their families

  • A fun, dynamic and collaborative working environment

 

TO APPLY: Please send a cover letter and resume to jobs@facessf.org.

FACES SF is proud of the diversity found in our organization and is an Equal Opportunity Employer.