Administrative Manager, Southern California

GRID Alternatives; Riverside (CA); On-site; USD 75,000 - 85,000; Full time

Benefits offered by this job

Medical, dental, and vision insurance

5 weeks PTO

403(b) retirement plan

Health Savings Account (HSA)

Flexible Spending Account (FSA)

Employee Assistance Program (EAP)

Short-Term Disability (STD)

Long-Term Disability (LTD)

AD&D insurance

Commuter benefits

Employee Affinity Groups

Job summary

GRID Alternatives is seeking an Administrative Manager in Riverside, CA, to support the SoCal Executive Director and oversee consolidated regional office operations across Inland Empire, Greater Los Angeles, and San Diego. This full-time role emphasizes efficiency, confidentiality, and cross‑office collaboration.

You will manage executive scheduling, budgeting, and reporting; coordinate board meetings; and ensure standardized regional processes while supporting staff and committees.

Qualifications

• Minimum 5 years Executive Assistant and/or office management experience or equivalent.
• Strong relationship-building, engagement, collaboration, and customer service; adept at problem-solving and dealing with diverse stakeholders.
• Excellent interpersonal, phone, and written communication skills; able to communicate professionally via email, phone, and formal materials.
• Highly resourceful team-player, able to work independently and collaboratively.
• Highly organized, detail-oriented, and able to prioritize in a demanding environment.
• Emotional maturity and intelligence; adept at managing up and handling confidential information.
• Proficient with Microsoft Office, Google Apps, and MS Teams; Salesforce CRM experience a plus.

Responsibilities

• Executive Support: Manage the SoCal Executive Director’s calendar, communications, and travel arrangements.
• Budgeting and accounting support: assist with budget prep, tracking, petty cash, and HQ accounting materials.
• Board/Advisory support: prepare agendas, documents, and minutes for SoCal Advisory Committee/Board meetings.
• Regional operations: lead unified office processes across IE, GLA, and SD, with cross-office collaboration.
• IT and facilities coordination: provide basic IT support and oversee regional office supplies and safety.
• Onboarding and staff support: coordinate onboarding logistics and regional staff communications.

Skills

Executive Assistant experience

Relationship-building

Communication skills

Organizational skills

Problem-solving

Team collaboration

Confidential information handling

MS Office / Google Apps / MS Teams

CRM experience (Salesforce)

Tools

Salesforce CRM

Job description

Administrative Manager

Location: Riverside, California

Department: Operations

Reports to: Executive Director

Employment Type: Full Time

Salary Range: $75,000-$85,000

About GRID Alternatives

GRID Alternatives works with communities to make clean energy and economic opportunity more accessible. Through solar installation and project development, clean mobility, workforce training, service-learning, and policy advocacy, we connect renewable energy with economic and environmental justice.

Our Vision: A rapid, equitable transition to a world powered by renewable energy that benefits everyone.

Our Mission: To build community-powered solutions to advance economic and environmental justice through renewable energy.

What It’s Like to Work at GRID

The work is meaningful. The people are real. And there’s a lot more to working at GRID than what’s listed on a job description.

We believe our employees have a whole life outside of work. We support learning, growth, collaboration, and well-being—and we value the different experiences and perspectives people bring to work.

We’re a mission-driven organization, but we’re also human. We’re looking for people who care about the work, are willing to collaborate, roll up their sleeves, and help us build a more equitable clean energy future.

About the Role

The Administrative Manager plays a critical role in supporting the Southern California Executive Director and ensuring the smooth, consistent, and efficient functioning of consolidated office operations across Inland Empire (IE) Riverside, Greater Los Angeles (GLA), and San Diego (SD). This role is foundational to maintaining strong internal systems, strengthening regional cohesion, and enabling staff to work effectively across a newly unified SoCal structure. The Administrative Manager collaborates closely with the GLA Administrative Manager to ensure aligned, streamlined, and accessible operational processes across all locations.

Why This Role Matters

As the Administrative Manager, you will help create the structure, coordination and day-to-day support that allows our teams to focus on the work that matters most- serving our communities. Your work will help create an organized, responsive and welcoming environment for employees, partners and the communities we serve.

What You’ll Do:

Executive Support (SoCal Executive Director)

• Enhance the effectiveness of the SoCal Executive Director by proactively identifying administrative needs, anticipating roadblocks, and implementing solutions that improve efficiency and workflow.
• Manage the Executive Director’s schedule, including calendaring, stakeholder coordination, and communications with internal and external partners.
• Prepare Executive Director expense reports, credit card reconciliations, and where needed travel arrangements.
• Track and execute follow-up with key contacts using Salesforce, supporting relationship management with donors, partners, and community stakeholders.
• Maintain and refine Salesforce dashboards and reports used by the Executive Director.
• Support the Executive Director with budget preparation, budget tracking, petty cash, invoicing, and preparation of accounting materials for headquarters (HQ).
• Organize and support SoCal Advisory Committee/Board meetings, including agenda publication, document preparation, meeting setup, minute‑taking, and follow‑up.
• Maintain the highest levels of discretion and confidentiality in all communications, materials, and relationships involving the Executive Director.

Regional Office Operations & Management (IE, GLA, SD)

• Support unified, efficient, and standardized office operations across all SoCal offices through direct leadership, system building, and cross‑office collaboration.

Regional Responsibilities

• Lead efforts to streamline and consolidate operational processes and budgets across IE, GLA, and SD to create consistent systems and shared procedures.
• Partner closely with the GLA Administrative Manager to align operational workflows, divide responsibilities effectively, share best practices, and ensure consistency in how offices are managed.
• Maintain regional operational documents and ensure that key resources are stored in standardized, accessible locations.
• Support office safety, building needs, facilities coordination, and compliance across IE and SD, collaborating with GLA Admin Manager for region‑wide alignment.
• Serve as the IE and SD IT point of contact, providing basic IT support (computer setup, imaging, troubleshooting) and coordinating escalations to GRID’s central IT team.
• Manage regional filing systems for IE and SD offices including AP documentation, licenses, insurance cards, vehicle registrations, and compliance filings.
• Oversee ordering and inventory management for IE and SD office supplies, technology, outreach materials, and equipment; coordinate purchases with GLA Admin Manager to ensure regional efficiency.
• Process and route office postal mail communications and correspondence.
• Coordinate onboarding logistics for new hires (equipment, orientation resources, business cards, name tags) for SoCal Staff.
• Support event planning and logistics for regional trainings, retreats, staff meetings, celebrations, and special projects.
• Manage procurement of office equipment, furniture, and supplies; oversee office storage organization and office cleaning schedules.
• Coordinate meeting setup and provide general administrative support to departments across the region.
• Maintain an updated regional staff directory and ensure accurate distribution.
• Produce a monthly SoCal staff update and contribute to broader internal communications as needed.
• Collaborate on regional engagement efforts, including community building, culture initiatives, and staff connection activities.

Advisory Committee / Board Support

• Coordinate SoCal Advisory Committee/Board meetings, including meeting scheduling, agenda publication, document preparation, distribution, and minute‑taking.
• Maintain Advisory Committee/Board documentation within MS Teams.
• Support Marketing & Communications with relevant updates tied to Advisory Committee/Board activity.

Leaderful Practice

• Embody and model GRID’s values, contributing to a culture of collaboration, inclusiveness, and accountability across the SoCal region.
• Support and mentor junior or new administrative staff when needed.
• Stay informed on GRID-wide and regional activities through active engagement in organizational communications and meetings.
• Partner with the SoCal Executive Director, GLA Administrative Manager, and other regional leaders to strengthen cohesion, communication, and collaboration across the consolidated region.
• Contribute to creating a team environment that is productive, supportive, joyful, and aligned with GRID’s mission.

Requirements

What You’ll Bring

We’re looking for someone who brings the skills, experience, and perspective needed to be successful in this role.

Required Qualifications:

• Minimum 5 years Executive Assistant and/or office management experience or equivalent experience
• Results‑driven, proactive, innovative; willing to embrace change and go the extra mile; positive, can‑do attitude
• Strong relationship‑building, engagement, collaboration, and customer service; adept at problem‑solving and dealing with diverse and difficult internal and external stakeholders
• Excellent interpersonal, phone, and written communication skills. You must be able to work directly with internal and external stakeholders and communicate effectively and professionally via email, phone, and in formal written materials
• Highly resourceful team‑player with the ability to also be extremely effective independently
• Highly organized, detail‑oriented, and able to prioritize effectively in a demanding environment
• Emotional maturity and intelligence
• Adept at “managing up,” working behind the scenes, and taking direction
• Proven ability to handle confidential information in a trustworthy and professional manner
• Strong and broad computer skills, including Microsoft Office, Google Apps and MS Teams,
• Salesforce.com or other CRM databases experience a plus
• Equivalent combinations of education and experience may be considered where appropriate.

Don’t meet every preferred qualification? We still encourage you to apply. We know that great candidates don’t always check every box.

Why You’ll Want to Work Here

We believe the work matters—and so do the people doing it.

A few ways we support our employees:

Compensation

The salary range for this full-time position is $75,000–$85,000. The actual starting salary offered will vary based on job‑related knowledge, skills, experience, location, and internal equity.

Benefits

Our benefits are designed to support your health, financial well‑being, time away from work, and life outside of work. Benefits include:

• Medical, dental, and vision/eye care insurance
• 5 weeks of paid time off (PTO)
• 12 paid holidays
• 403(b) retirement plan
• Health Savings Account (HSA)
• Flexible Spending Account (FSA)
• Employee Assistance Program (EAP)
• Short‑Term Disability (STD)
• Long‑Term Disability (LTD)
• AD&D insurance
• Commuter benefits
• Employee Affinity Groups

Our Employee Affinity Groups provide opportunities to build community, connect around shared experiences and interests, celebrate different perspectives, and create meaningful connections across GRID.

Where You’ll Work & Where the Work May Take You

The ideal candidate will be based in the Inland Empire and report into the Riverside, CA office.

This position may involve up to 30% travel to regional offices, project sites, organization‑wide gatherings, team‑building activities, or other events. Potential for evening/weekend - rarely

GRID Alternatives may provide vehicles for work‑related travel and/or reimburse employees for approved use of a personal vehicle. Employees who drive for work must have a valid driver’s license and a good driving record.

A Note for California Applicants

For positions requiring a pre‑employment drug screening, California applicants must be able to pass a screening for substances that are illegal under applicable California law, including amphetamine, cocaine metabolites, opiates, and PCP.

Need an Accommodation? We’re Here to Help.

If you need a reasonable accommodation during the application, interview, pre‑employment testing, or employee selection process, please contact [e-mail].

Our Commitment:

GRID Alternatives is committed to providing equal employment opportunities to all employees and applicants without regard to race, color, religion, sex, sexual orientation, national origin, age, disability, or genetics.

We know that great candidates don’t always check every box. Because equity, inclusion, and diversity (EID) are an important part of who we are, we encourage people from all backgrounds, identities, and experiences to apply—even if you don’t meet every preferred qualification.

Everyone at GRID Alternatives is expected to contribute to a workplace where people feel respected, included, valued, and able to do their best work.