Administrative Specialist

Administrative Assistant - Environmental Foundation San Francisco, CA - Hybrid In-Office and Remote Full Time, Hourly Non-Exempt, Temporary

A leading environmental foundation is seeking a detail-oriented, collaborative self-starter to join our mission-driven team as Administrative Assistant. This key team member will provide administrative support with lead responsibility for physical and virtual office operations. The Administrative Assistant will play an important role in our hybrid workspace, working proactively to ensure our office is a safe and welcoming space for focus, collaboration, and fun. This position reports to the Chief Operating Officer (COO).

Responsibilities:

Physical and Virtual Office Management:

• Maintain Foundation-wide calendar including Zoom links and physical locations
• Ensure a comfortable and safe office by managing supplies and kitchen upkeep
• Monitor compliance with evolving COVID regulations and best practices
• Manage logistics for staff meetings, quarterly board meetings, and special events
• Take notes and circulate resources for meetings
• Interface with vendors and building management
• Troubleshoot minor technical issues and coordinate IT support
• Create welcoming environment for visitors including directions, catering, and meeting setup

Administrative Support:

• Provide calendar management and meeting scheduling for COO
• Create expense reports and handle filing
• Support with correspondence, presentations, and summaries
• Document and contract support including proofreading, editing, and maintaining filing systems
• Assist with grants workflow including drafting award letters
• Help with job postings, interview scheduling, website updates, and email communications

Required Skills:

• Outstanding organizational and administrative abilities with excellent attention to detail
• Highly developed computer skills including Microsoft Office suite
• Strong writing and editing abilities
• Self-starter who can anticipate needs and balance competing priorities
• Strong communication skills at all levels of formality
• Professional office experience
• Comfort working in a dynamic organization

Experience with Mailchimp, WordPress, Zoom, and Photoshop is a plus.

We encourage applicants with diverse backgrounds and a variety of skills and experiences to apply. We are an equal opportunity employer committed to building an inclusive workplace.