Operations, Systems & Office Administrator

About Catch Light

Catch Light is a visual-first media organization that leverages the power of visual storytelling to inform, connect, and transform communities. Through fellowships, visual desks, trainings, and partnerships, Catch Light supports journalists and newsrooms in producing impactful visual journalism that advances equity and public understanding.

The Operations, Systems & Office Administrator is a core operations role responsible for
shared administrative and operational support across Catch Light
. This position exists to strengthen organizational infrastructure, reduce operational friction, and ensure consistency across systems, tools, and workflows—allowing program staff to focus on strategy, content, relationships, and impact.

Reporting to
Adriana Garcia, Chief of Staff
, this role provides execution support for
non-program-specific administration and operations
, including systems, office operations, governance support, and standardized workflows. While the role works across multiple programs,
ownership of program-specific work that requires program expertise remains with program staff
.

This is a hands-on, service-oriented role. It does
not
include people management or program management.

• Shared systems administration and access management

• Office administration and physical workspace operations

• Board meeting logistics and administrative support

• Standardized operational workflows (events, trainings, convenings)

• Cross-program administrative execution and logistics

• Impact data collection and tracking support (not evaluation strategy)

- Outbound grant and application
process administration
(not content or selection)

• Program teams by executing clearly defined operational tasks

• Board meetings and communications through logistical and administrative coordination

• Events, workshops, and convenings through technical and logistical support

• Non-local impact reporting through data collection, organization, and summaries

This Role Does
Not
Own

• Administer Catch Light’s shared software and tools, including but not limited to:

• Google Workspace

• Slack

• Zoom (meetings and webinars)

• 1
  
  Password

• Asana

• Adobe

• Photo Mechanic

• Clockify

• Manage user accounts, permissions, and access across systems.

• Support onboarding and offboarding of staff, contractors, and consultants.

• Provide first-line help desk support (password resets, login issues, basic troubleshooting).

• Maintain clear internal documentation for systems, workflows, and recurring operational processes.

• Coordinate with external IT vendors and service providers as needed.

• Serve as the primary point person for day-to-day office operations in the San Francisco Bay Area.

• Manage relationships with landlords, building management, and office vendors.

• Oversee office supplies, equipment, shipping/receiving, and general upkeep.

• Coordinate office access, keys, badges, and shared resources.

• Support logistics for in-person staff meetings, Board meetings, convenings, and visiting partners.

• Assist with health, safety, and accessibility needs related to the physical workspace.

• Maintain office documentation, inventories, and vendor records.

• Provide administrative and logistical support for Catch Light Board and committee meetings.

• Coordinate meeting logistics, including scheduling, calendars, Zoom setup, and room setup for in-person meetings.

• Prepare and distribute Board meeting materials in coordination with the Chief of Staff and leadership team.

• Manage Board calendars, contact lists, and shared document repositories.

• Support meeting follow-ups, including notes distribution, action-item tracking, and document archiving.

• Assist with Board communications and logistics related to onboarding new Board members, retreats, and special sessions.

* Board leadership, agenda-setting, and strategic communications remain with the Executive Director and Chief of Staff.*

- Manage
post-session workflows
,…