Jan 31, 2024

Office Manager & Executive Assistant

$39.00 - $43.27 hourly
  • EdSource
  • Hybrid (Bay Area, CA, USA)
Full-Time Administration/Operations Finance/Accounting Human Resources/Recruiting

Job Description

EdSource is searching for an experienced, reliable and collaborative Office Manager & Executive Assistant who has the skills to enhance the Chief Executive Officer’s effectiveness by providing management support. The ideal candidate is professional, highly self-motivated with a strong attention to detail, and capable of managing a variety of work and prioritizing tasks in a fast-paced environment.

Founded in 1977, EdSource has earned its reputation as a highly respected and independent nonprofit newsroom with a long track record of reporting on important education issues, from early education to postsecondary. While its primary focus is on California, EdSource covers issues within a national context.

This hybrid position is based in EdSource’s headquarters in downtown Oakland, although the majority of the organization works remotely.

60% of Role

Essential functions in support of the Director of Operations and Operations team:

  • Support the Director of Operations and Strategic Operations Lead in looking for ways to evolve and improve operational efficiency of systems and processes that impact staff and the office.

  • Ensure the timely payment of vendor payments, employee compensation and expenses by performing a range of bookkeeping duties that include: 

    • Executing regular data entry functions for all accounts receivable and payable, receiving bills, donor checks, tax notices in a timely manner, preparation of bank deposits; reviewing and processing office related invoices and expense reports; and maintaining records and coding of accounts receivable and payable with accuracy. 

    • Helping ensure proper fiscal controls are in place and observed, including monthly reconciliation and transactions coding, support and partnership for audits, review of bi-weekly timesheets for sick and vacation accruals as part of payroll administration, knowledge management and maintaining updated documentation of processes and annual 1099 vendor review processing. 

  • Support other functional projects such as HR, Recruiting, Grant Management, Finance etc.

    • Partner with the Director of Operations and team to manage office and board budgets and negotiate cost effective vendor contracts.

    • Organizing and maintaining client, staff and proposal files, supporting with new hire onboarding/orientation and offboarding staff.

    • Providing administrative and logistical support and meticulous project management for events/programs in conjunction with staff members i.e. retreats, meetings, staff events, maintaining birthday and organization calendar, gifts, in-person and virtual culture and team building activities. 

    • Manage the EdSource.org inbox with daily review and routed to appropriate parties.

    • Back-up for Director of Operations and Strategic Operations Lead if absent.

    • Special assignments as needed. 

25% of Role

Essential functions in strategic support of the Chief Executive Officer, including a broad variety of day-to-day administrative tasks: 

  • Managing an active calendar of appointments, keeping the CEO well informed of upcoming commitments and responsibilities; arranging travel plans; assisting with developing itineraries and agendas; and compiling documents for meetings. 

  • Assisting with the scheduling and preparation of in-person and virtual Board of Directors meetings, including assembling board meeting materials; making travel, hotel and dinner reservations or catering arrangements. 

  • Maintaining EdSource's Board of Directors files, including signed minutes, quarterly reports/memos and other documents. 

  • Other duties as assigned by the Chief Executive Officer. 

15% of Role

Essential functions in support of general hybrid office management to provide administrative support to EdSource operations. Responsibilities include:

  • Serving as the primary person for carrying out general office duties and maintenance, acting as liaison for the office building management, IT, phone, and banking services. 

  • Maintain office efficiency, including maintaining appearance of common areas, organizing procedures, handling correspondence, managing online and physical filing systems.

  • Oversee and maintain office equipment for uninterrupted function, identify and fulfill office supply needs, maintain and manage vendors. 

Hiring Organization

EdSource

Qualifications

EdSource is an equal opportunity employer and an organization that values diversity. People from all diverse backgrounds, all races, colors, origins, ancestries, creeds, religions, genders, ages, disabilities, veteran statuses, sexual orientations, and marital statuses are strongly  encouraged to apply.

Industry/Service Area

Education

Level

Mid-Senior level

Benefits

EdSource offers a comprehensive benefits package that includes a range of medical plans, a 401(k) retirement savings plan, generous vacation leave and paid holidays, as well as professional development opportunities. The hiring range for this hybrid position, which is based in the Bay Area is $80,000 – $90,000 or $39/hour - $43.27/hour. The base pay actually offered will take into account internal equity and also may vary depending on a candidate's job-related knowledge, skills and experience, among other factors.

Application Instructions

To Apply:

Send a cover letter, resume and provide contact information for three references to jobs@edsource.org. Please include the job title in the subject line.


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