Administrative Assistant; WFC

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.

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, gender queer, 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.

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.

• 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.
• 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.

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…