Operations Associate

Excited to help build the team culture of an organization Are you welcoming and engaging Seeking an opportunity to contribute and collaborate with multiple teams

We are currently in search of an Operations Associate for The Jim Joseph Foundation located in San Francisco CA (Financial District). This is a Direct Hire Hybrid Full-Time role.

ORGANIZATION: Jim Joseph Foundation

POSITION TITLE: Operations Associate

SCHEDULE: Full-time (40 hrs./wk.) Hybrid

SALARY: $/yr. DOE plus excellent benefits

The Jim Joseph Foundation seeks to foster compelling effective programs for young Jews in the United States. Established in 2006 the Jim Joseph Foundation has awarded more than $600 million in grants with the aspiration that all Jews their families and their friends will be inspired by Jewish learning experiences to lead connected meaningful and purpose-filled lives and make positive contributions to their communities and the world.

With the recognition that dynamic Jewish learning takes place in a multitude of settings and ways the Foundation has three strategic priorities in which it invests today: powerful Jewish learning experiences; exceptional Jewish leaders and educators; and R&D for the future of Jewish learning.

To learn more visit: Operations Associate (OA) is the first point of contact for Foundation employees and guests. This individual will be responsible for overseeing the day-to-day business operations and related administrative responsibilities for the Foundation; they will manage all front office-related budgets with accuracy. Most importantly they will bring a hospitality focus and create a holistic office experience that leverages technology amenities and services to help drive efficiency and employee engagement ensuring both the virtual and traditional office environment is melding to the needs of the people within it.

This role requires initiative creativity systems thinking and a desire to make a positive impact on the Foundations office administration. The OA exhibits flexibility and resilience in responding to new or transitional demands. The ideal candidate will demonstrate a warm positive attitude and exceptional communication while working on cross-department projects and/or teams. They have the ability to successfully execute facilities management and operations goals while maintaining a people-first perspective. This role is a great fit for those who are passionate about people and have exceptional organizational skills a process-driven perspective and can commit to working onsite at our SF-based office at least 3 days a week (understanding that sometimes more on-site work is required).

Our Ideal Candidate:

• High school diploma required. Bachelors degree preferred or equivalent experience
• At least 5 years of work experience in a professional setting; 1-2 years of experience in office administration. Experience with events is highly preferred
• An enthusiastic approach to work regardless of how big or small the task
• Ability to keep calm under pressure. When something doesnt go as planned you can keep your cool and look for solutions
• Flexibility and execution-focused mindset
• Highly collaborative and willing to work cross-functionally. Bonus for in-depth experience with collaboration document platform and instant messaging tools (such as Microsoft Teams SharePoint etc.)
• Ability to handle confidential materials with discretion and tact
• An affable and gracious manner
• Excellent communicator both written and verbal; Strong ability to effectively present information in oral written and graphic form
• Demonstrated ability & willingness to continuously acquire new competencies & accept new challenges
• Proven project management organizational & detailed planning skills; ability to manage multiple projects simultaneously
• Demonstrated experience troubleshooting office equipment issues (email copier etc.)
• Strong technical proficiency and knowledge of computer software and systems including Windows MS Office Suite (Word Excel and PowerPoint) MS Teams Adobe Acrobat video conferencing (MS Teams and Zoom) and internet navigation. SharePoint and Visio experience is desirable

How You Will Spend Your Day:

FRONT OFFICE

• Oversee the San Francisco office day-to-day operations manage vendor relationships and agreements ensure employee (and guest) health & safety compliance proactively maintain the systems and space(s) and create a clean polished well-stocked and positive environment for all to enjoy
• Manage the San Francisco offices comings and goingsupdate and maintain the master office calendar
• Take initiative and focus on process improvement. Build office systems and processes based on research knowledge and best practices to drive operational excellence
• Serve as key contact for all in-office technology and equipment troubleshoot and escalate issues as required. Support IT with troubleshooting and general maintenance of Foundations technology systems. Ensure office equipment is fully functional
• Act as primary liaison between the Foundation and office building management (e.g. repairs building code compliance etc.)
• Organize monitor and communicate facility and building safety preparedness to employees (i.e. act as Fire Warden)
• Prepare set up and staff Foundation functions when needed including at quarterly Sunday Board meetings. Coordinate with building facilities as required
• Act as concierge reception and switchboard operator by greeting all visitors routing calls and distributing mail

ADMINISTRATIVE

• Provide assistance for Foundation programs convenings events meetings and conferences by arranging facilities caterers tracking information and issuing invitations
• Respond to calendar scheduling requests & internal/external meeting coordination
• Serve as an authorized user of a Foundation credit card for approved Foundation expenses; maintain and submit receipts through an expense-management platform and complete monthly credit card reconciliation
• Leverage internal network & teams to effectively manage workflow
• Provide administrative support to Human Resources and Organizational Learning initiatives
• Coordinate administrative aspects of the onboarding and offboarding processes ensuring a smooth and organized experience for employees
• Develop a general understanding of administrative functions across the Foundation; serve as a backup to other members of the team as needed

OFFICE CULTURE

• Contribute to an environment that fosters open collaborative relationships with employees and guests.
• Work cross-functionally with members of the teams to design and/or implement projects and initiatives that impact culture and drive connection
• Work on the Culture Committee and manage ad-hoc projects
• Organize in-person and virtual events and engagement activities that contribute to organizational culture and employee morale (team outings community service happy hours team meetings)
• Plan and manage inner-office occasions (birthdays team lunches etc.)
• Look for ways to continuously improve belonging in the workplace and connect projects to the Foundations staff values
• Perform other related projects or work as required

Wed love to hear from you.

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