Office Manager

Company: Foundation List
Location: Oakland
Posted on: January 22, 2023

Job Description:

ICA is seeking an Office Manager to help ICA on its mission to close the racial and gender wealth gaps by supporting the Organization's day-to-day operations through facilities and database management, maximizing employee productivity, and planning and executing internal and external events.This position is based in Oakland, CA with hybrid in-office Tuesdays and Thursdays and remote workand reports to the Chief Program and Strategic Initiatives Officer.



ICA: NOT BUSINESS AS USUAL

People of color, especially women of color, start businesses at higher rates than white people - but are constrained by structural inequities and often overlooked by mainstream funders. Through our coaching, connections, and capital we partner with, mentor, and invest in underestimated Bay Area entrepreneurs to accelerate great businesses and build an economy that works for all.



This opportunity will allow you to help enable rapid growth. You will help our team take our work to the next level in a deeply rewarding environment because:

• 
  
• We partner intensely with our entrepreneurs over years and see the impact of our work daily when we buy their products, watch them create new jobs, and grow the local
  
• We're proving there is a better way to structure capital and support racial equity in small business through our unique VC/equity model of
  
• We act like a fast-paced lean startup - combining the best of the for profit and nonprofit worlds with a laser focus on our entreprenuers.
  
  THE ROLE
  Reporting directly to the Chief Program and Strategic Initiatives Officer and working closely cross functionally with department heads, you are instrumental in helping the Organization run smoothly and efficiently, providing a stable and positive work environment, and managing the organization's database and global calendars.
  
  
  
  FACILITIES + OFFICE MANAGEMENT
  
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  • Responsible for facilities management, including co-working space, storage, and self-storage. Primary contact with facility operators or owners for repair and maintenance.
    
  • Support the entire team's administrative and office/remote office needs, troubleshooting simple IT issues and providing solutions when feasible
    Cover the organization's front desk, including sending, receiving and distributing mail and packages.
    
  • Monitors Organization's general email and voicemail messages.
    
    DATABASE + DATA MANAGEMENT
    
    • 
      
    • Supports in managing ICA's Salesforce database, training new employees on how to use it, and ensuring the SOP's are up to date.
      
    • Coordinates with department heads to update and input Salesforce data, as needed.
      
    • Manage ICA's collateral library, coordinating with department heads to make scheduled updates.
      
      GLOBAL CALENDAR + EVENTS MANAGEMENT
      
      • 
        
      • Manages the organization's global calendar, keeping it up to date with key dates (holidays, mental health days, team birthdays, internal and external events).
        
      • Plan and execute internal team building events and supports with other internal events and key meetings: board meetings, committee meetings, funder visits, board retreats, and team retreats.
        
      • Project manages, coordinates, and delivers external events, working with each department to provide right-sized support, research and negotiate venues, arrange service providers, recruit volunteers, and attend and monitor event success.
        
        BOARD OF DIRECTORS SUPPORT
        
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        • Schedules all board meetings and committee meetings
          
        • Attendees board meetings to take notes and produces meeting minutes draft for CEO approval
          
          WHO YOU ARE
          
          • 
            
          • You are an admin and systems pro who has experience using online systems to keep everyone productive.
            
          • You are excited when you can multi-task and handle the office in a diverse and vibrant environment.
            
          • You instinctively operate from a lens of collaboration - working with others to meet shared goals and balancing the needs of various stakeholders.
            
          • You pride yourself on your exceptional ability to create tools, plans and processes that support complex work and remove obstacles to achieving results.
            
          • You enjoy planning social and business events and being there from beginning to end.
            
          • You love project management, event coordination, and checking things off your to-do list every day.
            
          • You thrive in a culture that prioritizes diversity, and values honesty, integrity, and authenticity.
            
            WHAT YOU BRING
            
            • 
              
            • 3-5 years of experience in administrative roles and/or office management
              
            • Demonstrated success in planning and executing professional events for employees and customers.
              
            • Demonstrated success in supporting different roles across and organization.
              
            • Exceptional people skills, strong attention to detail, and ability to keep organized.
              
            • Experience using Salesforce and project management tools such as Asana on a daily basis.
              
              OUR OFFER AND COMMITMENT
              
              The annual base salary for this position is $60,000 - $68,250; compensation also includes a discretionary bonus paid annually based on organization and individual performance.
              
              ICA's full benefits package includes: 12 paid holidays per year; 3 weeks of annual paid vacation; 7 days of annual paid sick leave; at least 4 employer-identified mental health days, employer-paid health, dental, vision, life insurance and disability benefits; 50% employer-paid dependent health, employer-paid mental health counseling, 24-hour online virtual healthcare; and 401(k) plan with matching; and mobile phone / Internet reimbursement.
              
              ICA is an equal opportunity employer. We evaluate qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, veteran status, age, and other legally protected characteristics.
              
              
              HIRING PROCESS
              
              People are key to our success, and we'd like to get to know you. Depending on your progress through our hiring process, you may go through the following steps: A round or two of panel interviews; review of work samples; completion of an exercise or case study; and reference-checking of previous supervisors and colleagues.
              
              Please submit your resume and cover letter in a single PDF here:

Keywords: Foundation List, Oakland , Office Manager, Administration, Clerical , Oakland, California