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.
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
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
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)
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:
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.
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.
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.
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:
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 firstname.lastname@example.org.
FACES SF is proud of the diversity found in our organization and is an Equal Opportunity Employer.