Office Assistant

2 weeks ago

San Francisco, United States Equitable Hiring Group Full time
About the Foundation
The James Irvine Foundation is a private, nonprofit grantmaking foundation dedicated to expanding opportunity for the people of California. The Foundation's focus is a California where all low-income workers have the power to advance economically. Since 1937 the Foundation has provided more than $2.6 billion in grants to organizations throughout California. The Foundation ended 2023 with $3.1 billion in assets and provided $180.3 million in grants. For more, please visit www.irvine.org.

About the Role - Office Assistant
The Office Assistant plays a vital role in ensuring the organization operates smoothly by providing essential administrative and operational support to two principal Executive Assistants and multiple teams across the organization.

The ideal candidate will demonstrate the ability to navigate and collaborate across teams with ease, employing clear communication and thoughtful relationship management in an environment that values partnership and cooperation.

This role offers a unique opportunity to contribute to the success of a well-organized institution driven by a clear vision. You will gain exposure to a diverse range of individuals and topics within the philanthropic sector, as well as firsthand experience with the internal infrastructure and operations that support the organization's mission.

As an Office Assistant, you will build a comprehensive set of professional skills in a dynamic, fast-paced setting. Working alongside a high-performing and diverse team, you will have opportunities to learn, grow, and develop both personally and professionally, supported by colleagues who are equally dedicated to mutual growth and excellence.

Your responsibilities will focus on General Support for the Executive Assistants, as well as specific Programs and Operations teams. Key responsibilities include:
  • Calendaring:
    • Manage complex scheduling, including large group meetings, conferences, and multi-participant appointments.
    • Coordinate schedules across multiple teams and departments.
    • Proactively identify and resolve scheduling conflicts.
  • Vendors and Consultants:
    • Prepare and process contracts for approvals.
    • Ensure contracts are correctly formatted, executed, and filed.
    • Track contract and invoice deadlines and renewals.
    • Maintain vendor and consultant records.
    • Review proposals and summarize essential information.
    • Process vendor and consultant invoices in collaboration with executive assistants, managers, legal, and accounts payable.
  • General Administration:
    • Preparing and coordinating mailings.
    • Provide general support for processing invoices and honorariums.
    • Assist with other administrative tasks as needed, including providing backup support for the Facilities and Administrative Coordinator.
  • Meeting & Events:
    • Provide onsite and offsite support for meetings and events, including:
      • Creating name tents and badges.
      • Venue selection and booking.
      • Logistics coordination (catering, A/V equipment, etc.).
      • Room set-up, breakdown, and clean-up.
      • Guest registration and management.
      • Material preparation and distribution.

Who you are:
  • A Team Player: Nothing is beneath or above you. You are quick to always lend a hand, or two You are able to earn influence without authority and naturally seek to support both small projects and large strategic goals.
  • Resourceful and Adaptable: You're at ease with ambiguity and rapid change. You possess a positive attitude and identify creative solutions to obstacles. You can juggle many essential responsibilities at once, and you're rigorous about prioritizing.
  • An Effective Collaborator: You've successfully worked across cultural lines on a diverse team and can operate effectively in complex situations. You can easily gain trust from team members and are known for supporting them to ensure they are set up for success. You're not afraid to ask questions.
  • Passionate About Learning: You seek out direct feedback and love to invest in your personal development.
  • Flexible: You can manage a diverse set of team needs and aren't afraid to step outside your job description or comfort zone to help the team reach its goals. You're comfortable with shifting schedules and don't expect every day to go "as planned."
  • Emotionally Intelligent: You are self-aware and perceptive. You nurture relationships and can work and communicate well with all kinds of people. You are optimistic, empathetic, flexible, curious, and well-respected by all who work with you, irrespective of title.

What you'll need
  • 3+ years of professional experience (we are background agnostic and are excited by candidates with unique and different work histories).
  • Project management experience with the ability to manage multiple priorities simultaneously.
  • The ability to assert influence in ensuring deadlines are met and leadership stays on track with critical deliverables or administrative timelines.
  • Ability to manage relationships at all levels of the organization; demonstrated ability to work collaboratively and in partnership with a wide variety of constituencies.
  • Impeccable organization, you are highly detail-oriented, and someone who gets a real sense of satisfaction from producing polished work and managing smooth and orderly processes.
  • Ability and willingness to perform a range of tasks - from scheduling on behalf of executives to restocking the pantry.
  • A commitment to diversity and inclusion. You're always asking: "whose voice is not at the table?" You have experience working with diverse teams and successfully

Compensation and location
The James Irvine Foundation's compensation philosophy is reflected in its Talent Advancement
The program was created to ensure equity in staff compensation. While every staff member is
assigned a Tier based on demonstration of competencies, the Foundation looks to outcomes as criteria for advancement through the program's Tiers.

The salary for this position is $95,000, non-negotiable, plus benefits.

The James Irvine Foundation offers an attractive benefits package; highlights include comprehensive insurance coverage, 5+ months of paid family leave for new parents, and a very generous 401(k) contribution (10%).

This is a full-time position, Monday through Friday, and you must be already based in, or be willing to relocate to, the Bay Area. The expectation for this role will be in the office on Tuesdays, Wednesdays, and Thursdays, with Mondays and Fridays in-office only as needed.

The Application Process
The James Irvine Foundation has engaged Equitable Hiring Group to support this hiring process. To apply, please complete the short form to the right.

Individuals who apply by Friday, December 6th, will be given priority; therefore, we encourage you to submit yours soon

When you apply, we kindly ask you to remove your schools from your resume. There is no need to reformat your resume and leave your degree as is; simplify it to "B.A. Economics," for example. Just remember to remove any undergraduate and graduate school name references where possible. This "bias-reduced" process is aimed at opening this opportunity to more candidates, reviewing applicants on performance assessments instead of resume proxies (e.g., where you went to school).

This evaluation process will follow practices shown to reduce bias in decision-making and may be different from other application processes you have experienced.

The overall evaluation process will look to follow this anticipated timeline:
  • Early December: Select candidates will be asked to complete short answer questions
  • Mid-December: Initial interview with Foundation staff
  • Late December: Finalist candidates will be asked to complete a timed, paid, trial assignment
  • Early January: Finalists will participate in a multi-team member in-person panel interview
    • Candidate references will also be checked at this step
  • Mid-January: Offer extended

If you have any questions about the opportunity, please feel free to email [email protected].

  • Office Assistant

    4 weeks ago

    San Francisco, United States Robert Half Full time

    Job DescriptionJob DescriptionWe are offering a permanent employment opportunity for an Office Assistant in San Francisco, California. As an Office Assistant, you will manage and support administrative tasks, maintain office supplies and equipment, handle correspondence, and ensure the office environment is clean and organized. You will also be responsible...

  • Office Assistant

    1 month ago

    San Francisco, United States Provable Full time

    Office AssistantSan Francisco, CaliforniaPart-timeThe RoleWe are searching for a dependable and meticulous Office Assistant to support the daily operations of our office. The ideal candidate will be responsible for opening the office, maintaining the coffee and kitchen area, organizing team breakfasts, and handling mail and packages. This role is essential...

  • Office Assistant

    4 weeks ago

    San Francisco, United States Robert Half Full time

    Job DescriptionJob DescriptionWe are offering a short term contract employment opportunity for an Office Assistant in the Information Technology industry, based in San Francisco, California. As an Office Assistant, you will be responsible for performing a variety of administrative tasks, including managing office supplies, organizing events, and providing...

  • Office Assistant

    4 weeks ago

    San Francisco, United States Robert Half Full time

    Job DescriptionJob DescriptionWe are offering a permanent employment opportunity for an Office Assistant in San Francisco, California. In this role, you will be in charge of maintaining the office environment, managing inventory, handling mail, and assisting with IT support. Responsibilities:• Proactively manage the office environment, ensuring cleanliness...

  • Office Assistant

    4 weeks ago

    San Francisco, United States Robert Half Full time

    Job DescriptionJob DescriptionWe are offering a contract for a permanent position as an Office Assistant in San Francisco, California. The role primarily involves maintaining the cleanliness and organization of office spaces, handling mail, and assisting with various administrative tasks in a bustling environment. Responsibilities• Arriving early to set up...

  • Office Assistant

    3 weeks ago

    San Francisco, United States Robert Half Full time

    Job DescriptionJob DescriptionWe are in search of an Office Assistant to join our team in San Francisco, California. The primary function of this role will be to provide administrative support within our office. This role offers a long term contract employment opportunity.Responsibilities:• Answering and directing phone calls to relevant staff• Keeping...

  • Office Assistant

    3 weeks ago

    San Francisco, United States Robert Half Full time

    Job DescriptionJob DescriptionWe are offering a long term contract employment opportunity for an Office Assistant in San Francisco, California. As an Office Assistant, you will play a crucial role in maintaining the smooth operations of our office through various administrative tasks. This role is pivotal in maintaining an efficient and detail-oriented...

  • Office Assistant

    9 hours ago

    San Francisco, United States The Adecco Group Full time

    Adecco is assisting a client in San Francisco, CA looking for a PART-TIME Workplace Coordinator. Main schedule Tuesday, Wednesday and Thursday. Flexibility needed occasionally. $25 to $30 an hour. Job Summary The candidate will work as an Workplace C Office Assistant, Operations, Assistant, Business Services, Staffing

  • Receptionist/Office Assistant

    2 weeks ago

    San Francisco, United States California People Search, Inc. Full time

    Position: Receptionist / Office AssistantOur client, a Prominent Private Equity firm is currently seeking a Receptionist / Office Assistant for their Menlo Park office. This person will be the first point of contact for all guests, including high-profile investors and clients. This person will be responsible for managing the flow in and out of the office and...

  • Office Assistant

    3 hours ago

    San Francisco, United States Baker Tilly Full time

    Overview Baker Tilly is a leading advisory, tax and assurance firm, providing clients with a genuine coast-to-coast and global advantage in major regions of the U.S. and in many of the world's leading financial centers - New York, London, San Francisco, Los Angeles, Chicago and Boston. Baker Tilly Advisory Group, LP and Baker Tilly US, LLP (Baker Tilly)...

  • Office Assistant 1

    4 weeks ago

    San Francisco, United States Recology Full time

    You can GROW with Us by becoming our Office Assistant 1 ROLE Under close supervision, provides administrative and clerical support, which may include general knowledge of a specific administrative or professional functional area, such as Accounting and Finance; Human Resources; Information Systems; Office Services; Marketing and Sales, etc. ESSENTIAL...

  • Parttime Office Assistant

    4 weeks ago

    San Francisco, United States Insight Global Full time

    Position: Parttime Office AssistantLocation: San FranciscoPay Rate: 22/hourDuration: 9 month contract to hireSchedule/HoursThere are 2 shifts available and both shifts will work 25 hours/weekMorning Shift: M-F 8:00AM - 1:00 PMEvening Shift M-F 1:00 PM - 6:00 PMMust Haves:Ability to come into the office 5 days a week.Experience: Previous experience in...

  • Executive Assistant Office Manager

    4 weeks ago

    san francisco, United States NextAxiom Full time

    About Us:We are an exciting, rapidly growing enterprise software company based in San Francisco. As we scale, we’re looking for a highly organized, motivated, and dynamic Executive Assistant & Office Manager to join our team and play a key role in both administrative support and recruiting efforts. This is an onsite role with huge potential for career...

  • Executive Assistant Office Manager

    4 weeks ago

    San Francisco, United States NextAxiom Full time

    About Us:We are an exciting, rapidly growing enterprise software company based in San Francisco. As we scale, we’re looking for a highly organized, motivated, and dynamic Executive Assistant & Office Manager to join our team and play a key role in both administrative support and recruiting efforts. This is an onsite role with huge potential for career...

  • Executive Assistant Office Manager

    4 weeks ago

    san francisco, United States NextAxiom Full time

    About Us:We are an exciting, rapidly growing enterprise software company based in San Francisco. As we scale, we’re looking for a highly organized, motivated, and dynamic Executive Assistant & Office Manager to join our team and play a key role in both administrative support and recruiting efforts. This is an onsite role with huge potential for career...

  • Part Time Office Assistant

    1 month ago

    San Francisco, United States Insight Global Part time

    Job DescriptionJob DescriptionWe are searching for a dependable and meticulous Office Assistant to support the daily operations of our office. The ideal candidate will be responsible for opening the office, maintaining the coffee and kitchen area, organizing team breakfasts, and handling mail and packages. This role is essential to ensuring a welcoming and...

  • Part-Time Office Assistant

    3 days ago

    San Francisco, United States Degenkolb Engineers Full time

    Company Background and Culture: Founded in 1940 Degenkolb Engineers has more than eight decades of commitment to innovation, client service, and life-long learning. We deliver customized structural solutions in a variety of practice areas such as healthcare, education, and civic buildings. Our firm is highly collaborative and filled with experts who are...

  • Executive Assistant

    1 month ago

    San Francisco, United States Career Group Full time

    Our client, a global hedge fund is seeking an Executive Assistant / Office Manager to join their San Francisco team. In this role, you will support a team of Portfolio Managers, managing a diverse workload and prioritizing tasks in a fast-paced environment. This position requires about 70% Executive Assistant support to the Portfolio Managers, and about 30%...

  • Executive Assistant

    1 month ago

    San Francisco, United States Career Group Full time

    Our client, a global hedge fund is seeking an Executive Assistant / Office Manager to join their San Francisco team. In this role, you will support a team of Portfolio Managers, managing a diverse workload and prioritizing tasks in a fast-paced environment. This position requires about 70% Executive Assistant support to the Portfolio Managers, and about 30%...

  • Office Assistant-Private Equity-Hybrid

    3 weeks ago

    San Francisco, United States The Windfall Full time

    The Windfall is partnering with a Private Equity firm that is seeking to hire an Office Assistant to run their San Francisco Office on a trial to hire basis. This role will also be providing Executive Assistance support. The firm offers a unique opportunity to work in a professional, supportive, challenging business environment. The Office Assistant is the...