Overview

Are you passionate about gender justice? Do you love creating systems and processes that increase efficiency? Are you super talented at keeping track of all kinds of tiny details? Do you like to be challenged at work and learn a ton of stuff about gender justice and policy in California? The Women’s Foundation of California is looking for an Administrative Assistant who wants an opportunity to improve the lives of women, girls, queer, transgender and gender non-conforming people across the state.

Our Story

The Women’s Foundation of California has a 40-year track record of supporting community-based organizations working to advance gender, racial, and economic justice. As a publicly supported community foundation focused on intersectional feminist funding, we have raised and granted nearly $40M in movement-building grants since 1979. Our core strategies include: investing in community organizations, training community leaders, and convening community partners, in order to mobilize significant financial resources to advance the health, safety, and economic security of people impacted by gender-based oppression and violence. We support movements led by cisgender and transgender women, gender-variant, genderqueer, and non-binary individuals--especially those who are formerly incarcerated, immigrants, people of color, low-income, and/or queer.  We’re comprised of dynamic, smart, collaborative people who are passionate about our work and committed to making good things happen for all Californians. As we come up on our 40th anniversary in 2019 with a refreshed strategic plan, the Foundation is well-poised to take a significant leadership role in advancing gender, racial, and economic justice in California.

Position Summary

Under the direct supervision of the Chief Financial Officer, the Administrative Assistant provides general administrative support for our small and closely-knit teams working in grantmaking, policy advocacy, communications, development, finance and administration. This is a non-exempt, full-time position based in our Oakland office.

Essential Responsibilities – Team Support 70%

• Provide administrative support to the program, development, communications, and finance and administration teams as requested, including logistical support for trainings and meetings, reconciling monthly credit card statements, submitting requests for payment, maintaining electronic and paper files and performing general clerical tasks.
• Provide administrative support for the Foundation’s Board Meetings including scheduling Board meetings and Committee meetings, taking notes, organizing board materials and ordering meals.
• Provide administrative support in the recruitment and onboarding processes and benefits enrollment, as needed.

Essential Responsibilities – General Office Support 30%

• Ensure the office is welcoming for both team members and guests.
• Oversee general Foundation phone and email, ensuring communications are passed on to the appropriate person and that every contact is responded to promptly.
• Provide support for general office operations, including but not limited to, greeting visitors, maintaining a tidy kitchen, retrieving mail and distributing to appropriate team members, taking outgoing mail to mailbox, maintaining an organized inventory of kitchen, shipping and office supplies, IT support, and ordering supplies.
• Schedule all necessary repair and maintenance on office equipment to retain warranties and prevent loss of use or productivity; troubleshoot equipment issues as they arise (e.g., copier, postage machine, refrigerator, etc.).
• Liaise with building management and troubleshoot all building-related issues on behalf of the Foundation (e.g., HVAC, lights, bathrooms, etc.), to ensure smooth operations.

Qualifications

Skills

• 1 to 2 years of experience as an administrative assistant or related administrative experience.
• Proficiency with MS Office Suite; Outlook (email, calendar), Word, Excel, PowerPoint, Slack, Dropbox and other online information management, communications and project management applications. Internet research applications a plus.
• Excellent multi-tasking and organizational skills with outstanding attention to detail and follow through.
• Strong listening, written and oral communications skills, including phone presence.

Qualities

• Strong commitment to the Foundation’s mission and values of fairness, patience, collaboration, inclusion, and equity.
• Passion for working in the social justice sector.
• Talent and interest in creating and managing systems.
• An eye for creating efficiencies and keeping track of details.
• Ability to develop trusting relationships with diverse individuals from many different backgrounds.
• Comfort with computers and multiple online platforms.
• Flexible, adaptable, and dependable.
• Curiosity and love of continuous learning.
• Ability to work in an open office environment.
• Track record of being a highly organized, self-starting and a pro-active initiator.
• Exercise good judgment and maintain confidentiality.
• Work independently as well as within a team.
• Achieve goals and meet deadlines in a fast-paced environment with multiple interruptions.
• Positive approach, can-do attitude and great sense of humor!

Compensation and Benefits

• This is a full-time, non-exempt position, with a salary range of $40,000-48,000. Salary offer will be dependent on experience.
• We provide 15 days paid vacation to start which increases over time (20 days after 5 years, and 25 days after 10 years); 12 paid sick days, 11 paid holidays, and a flexible, family-friendly schedule.
• We provide paid parental leave, medical, dental, vision, long-term disability, flexible spending account, fitness reimbursements, a 401 (k) retirement plan match, transportation benefits, and AD&D insurance with the Foundation covering 100% of the costs of the insurance package.

Application & Deadline
At the Women’s Foundation of California, we believe outstanding people are the key to our success. As an equal opportunity employer, we recruit individuals without regard to race, national origin, religion, gender, gender identity, sexual orientation, prior conviction, arrest history, disability, marital status, veteran status or age.

To apply, please email a cover letter and resume, combined in one document, to: [email protected]. The cover letter should highlight why you are interested in the position and what makes you a strong candidate.  Applications will be reviewed on a rolling basis until the position is filled.

Please use this as subject line of your email: Administrative Assistant. All documents need to be Microsoft Word or PDF files (PDF files are preferred).

Physical demands and work environment

The physical demands and work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the job’s essential functions.

While performing the duties of this job, the employee is frequently required to remain in a stationary position for long periods while operating a computer to create documents, conducting Internet research, sending and receiving e-mail and participating in meetings; communicate on a telephone and in person; read and write; apply logic and focus attention in the presence of distractions. Occasional requirements are to move about the office to access file cabinets, office equipment, etc.