The Company

The Low Income Investment Fund (LIIF) is a non-profit Community Development Financial Institution (CDFI) that mobilizes capital and partners to achieve opportunity, equity, and well-being for people and communities. LIIF innovates financial solutions to create more equitable outcomes for all by building and preserving affordable homes, quality educational opportunities from early childhood through higher education, health clinics, healthy food retail, and community facilities. In this way, LIIF provides a bridge between private capital markets and communities.

LIIF’s headquarters is in San Francisco, with offices in Los Angeles, New York, Atlanta, and Washington, D.C.

Reporting Relationships

This position reports to the Office Services Lead, with a dotted line to the assigned member of the executive or senior leadership team.

Job Summary

The Office Services Executive Assistant (OSEA) is a dynamic, detail-oriented individual who supports both office services and executive administrative tasks. This role combines high-level administrative support to senior leaders with managing day-to-day office operations.

The OSEA provides critical support across several teams, ensuring smooth office operations while maintaining confidentiality and supporting leadership with various projects and coordination efforts. This position requires a proactive, organized, and service-oriented individual who excels in multitasking, maintaining discretion, and managing both office supplies and senior-level responsibilities.

Key Responsibilities

Office Services

• Oversee day-to-day office operations, ensuring smooth functionality, from office supply levels to equipment maintenance.
• Anticipate needs and proactively manage office organization, including stocking supplies, maintaining the kitchen, and liaising with vendors and building management.
• Process incoming and outgoing mail (including tracking shipments) and ensure that deliveries are scanned, logged, and promptly distributed.
• Track and optimize shipping/logistics costs for overnight packages or frequent courier services, seeking cost-saving opportunities.
• Ensure copiers, printers, and other office equipment function properly, coordinating with vendors for troubleshooting and regular maintenance.

Administrative Support

• Manage complex calendars, coordinate travel arrangements, prepare itineraries, and submit expense reports for assigned executive and/or senior leader.
• Handle sensitive and confidential materials with discretion and integrity.
• Assist with internal and cross-functional projects, ensuring deadlines and operational goals are met.
• Support the planning of internal and external events, including coordinating catering, securing venues, and liaising with service providers.

Cross-Team Collaboration

• Assist other Executive Assistants and Project Managers in supporting the broader executive and/or senior leadership team.
• Work alongside internal teams, managing communication between departments and fostering a cooperative, high-performing work culture.

Event and Meeting Coordination

• Support the execution of meetings, events, and company functions—book venues, coordinate catering, and handle on-site logistics.
• Manage all event-related logistics, from handling registration to booking transportation for attendees, ensuring seamless execution.
• Act as the point of contact for event vendors and stakeholders, addressing any issues in real time.

Customer Service & Communication

• Maintain professional and courteous interactions with internal and external partners.
• Handle requests and inquiries promptly and accurately, demonstrating strong problem-solving skills.
• Ensure all duties are performed in adherence to organizational values, standards, and compliance.

Other Duties

• Perform any other duties as assigned.

Qualifications

Education & Experience

• Associate's degree required in Business Administration, Office Management, Operations Management, or a related field.
• Bachelor’s degree preferred in Business Administration (Operations or Project Management focus) or a related discipline.
• Minimum of 3 years of experience in office administration or operations, with a focus on logistical support and resource management.
• Experience in nonprofit organizations is preferred but not required.

Skills & Competencies

• Proven ability to manage multiple tasks efficiently while maintaining attention to detail.
• Ability to tackle challenges proactively and implement practical solutions in fast-paced environments.
• Experience managing vendors and negotiating contracts to ensure cost-effective services and high-quality delivery.
• Expertise in coordinating events and meetings, focusing on logistics and vendor management.
• Strong ability to work across multiple teams, supporting cross-functional projects and fostering a positive, efficient work environment.
• Capability to manage office operations independently, ensuring accuracy and organization in all tasks.
• Excellent verbal and written communication skills, with a strong ability to manage relationships and ensure team coordination.

Working Conditions & Physical Demands

• Ability to lift up to 50 lbs. and move office supplies as necessary.
• Frequent standing and walking around the office to manage logistics and office operations.
• Office-based environment with typical office-related conditions (e.g., occasional exposure to noise, temperature changes, etc.).

Additional Information

Although LIIF offers a hybrid work environment, balancing in-office and remote work, this position is fully on-site (5 days a week). The successful candidate may be expected to travel occasionally for meetings or company-sponsored events.

All LIIF employees must be fully vaccinated against COVID-19. In accordance with LIIF's policies, reasonable accommodations—absent undue hardship—will be provided to qualified individuals unable to get vaccinated due to sincerely held religious or medical reasons. If you need an accommodation, please notify our Human Resources Department.

How to Apply

Please apply with your Resume and Cover Letter via our recruitment portal: Recruitment (adp.com) or via email at careers@liifund.org.

Notice to Third-Party Recruitment Agencies

The Low Income Investment Fund does not accept unsolicited resumes from recruiters or employment agencies.

• In the absence of an executed Recruitment Services Agreement, LIIF holds no obligation to pay any referral compensation or recruiter fee.
• If a recruiter or agency submits a resume without an agreement, LIIF reserves the right to hire those candidates without financial obligation to the recruiter or agency.
• Any unsolicited resumes, including those submitted to hiring managers, will be deemed the property of LIIF.
• No unsolicited phone calls will be accepted. Only candidates being considered for a position will be contacted.

Equal Opportunity Employer Statement

LIIF, an Equal Opportunity Employer (EOE), believes that diversity ensures excellence. All qualified applicants will receive consideration for employment without regard to race, color, religion, sexual orientation, gender, or national origin.