Operations Associate

CAREERS IN NONPROFITS; San Francisco (CA); Hybrid; USD 75,000 - 90,000; Full time

Benefits offered by this job

Excellent benefits

Job summary

The Jim Joseph Foundation is seeking an Operations Associate in San Francisco, CA. This hybrid, full-time role serves as the first contact for staff and guests, managing front-office operations, budgets, and a hospitality-forward office experience.

The OA collaborates across departments to drive efficiency and employee engagement while ensuring a well-supported on-site presence. Ideal candidates demonstrate strong organizational skills, cross-functional teamwork, and a proactive approach to

Qualifications

• High school diploma required; bachelor's preferred or equivalent experience.
• 5+ years of professional work experience; 1–2 years in office administration, events experience a plus.
• Ability to remain calm under pressure and find solutions.

Responsibilities

• Oversee SF office day-to-day operations and vendor relationships.
• Maintain office calendar and coordinate events and meetings.
• Provide front-desk hospitality and liaison with building management and IT support.
• Support HR and onboarding activities and manage confidential information.

Skills

Strong communication

Collaboration across teams

Project management

Problem solving

Customer service mindset

Education

High school diploma

Bachelor’s degree preferred

Tools

Windows

MS Office Suite

MS Teams

SharePoint

Adobe Acrobat

Zoom

Job description

Excited to help build the team culture of an organization? Are you welcoming and engaging? Seeking an opportunity to contribute and collaborate with multiple teams?

We are currently in search of an Operations Associate for The Jim Joseph Foundation located in San Francisco, CA (Financial District) . This is a Direct Hire, Hybrid, Full-Time role.

ORGANIZATION: Jim Joseph Foundation

POSITION TITLE: Operations Associate

SCHEDULE: Full-time (40 hrs./wk.), Hybrid

SALARY: $75,000-90,000/yr. DOE plus excellent benefits

The Jim Joseph Foundation seeks to foster compelling, effective programs for young Jews in the United States. Established in 2006, the Jim Joseph Foundation has awarded more than $600 million in grants with the aspiration that all Jews, their families, and their friends will be inspired by Jewish learning experiences to lead connected, meaningful, and purpose-filled lives and make positive contributions to their communities and the world.

With the recognition that dynamic Jewish learning takes place in a multitude of settings and ways, the Foundation has three strategic priorities in which it invests today: powerful Jewish learning experiences; exceptional Jewish leaders and educators; and R&D for the future of Jewish learning.

To learn more, visit: https://jimjosephfoundation.org/about-us/

The Operations Associate (OA) is the first point of contact for Foundation employees and guests. This individual will be responsible for overseeing the day-to-day business operations and related administrative responsibilities for the Foundation; they will manage all front office-related budgets with accuracy. Most importantly, they will bring a hospitality focus and create a holistic office experience that leverages technology, amenities, and services to help drive efficiency and employee engagement — ensuring both the virtual and traditional office environment is melding to the needs of the people within it.

This role requires initiative, creativity, systems thinking, and a desire to make a positive impact on the Foundation’s office administration. The OA exhibits flexibility and resilience in responding to new or transitional demands. The ideal candidate will demonstrate a warm, positive attitude and exceptional communication while working on cross-department projects and/or teams. They have the ability to successfully execute facilities management and operations goals while maintaining a people-first perspective. This role is a great fit for those who are passionate about people and have exceptional organizational skills, a process-driven perspective, and can commit to working onsite at our SF-based office at least 3 days a week (understanding that sometimes more on-site work is required).

Our Ideal Candidate

• High school diploma required. Bachelor’s degree preferred, or equivalent experience
• At least 5 years of work experience in a professional setting; 1-2 years of experience in office administration. Experience with events is highly preferred
• An enthusiastic approach to work regardless of how big or small the task
• Ability to keep calm under pressure. When something doesn’t go as planned, you can keep your cool and look for solutions
• Flexibility and execution-focused mindset
• Highly collaborative and willing to work cross-functionally. Bonus for in-depth experience with collaboration, document platform, and instant messaging tools (such as Microsoft Teams, SharePoint, etc.)
• Ability to handle confidential materials with discretion and tact
• An affable and gracious manner
• Excellent communicator, both written and verbal; Strong ability to effectively present information in oral, written, and graphic form
• Demonstrated ability & willingness to continuously acquire new competencies & accept new challenges
• Proven project management, organizational, & detailed planning skills; ability to manage multiple projects simultaneously
• Demonstrated experience troubleshooting office equipment issues (email, copier, etc.)
• Strong technical proficiency and knowledge of computer software and systems, including Windows, MS Office Suite (Word, Excel, and PowerPoint), MS Teams, Adobe Acrobat, video conferencing (MS Teams and Zoom), and internet navigation. SharePoint and Visio experience is desirable

How You Will Spend Your Day

++FRONT OFFICE++

• Oversee the San Francisco office day-to-day operations, manage vendor relationships and agreements, ensure employee (and guest) health & safety compliance, proactively maintain the systems and space(s), and create a clean, polished, well-stocked, and positive environment for all to enjoy
• Manage the San Francisco office’s comings and goings—update and maintain the master office calendar
• Take initiative and focus on process improvement. Build office systems and processes based on research, knowledge, and best practices to drive operational excellence
• Serve as key contact for all in-office technology and equipment, troubleshoot, and elevate issues as required. Support IT with troubleshooting and general maintenance of Foundation’s technology systems. Ensure office equipment is fully functional
• Act as primary liaison between the Foundation and office building management (e.g., repairs, building code compliance, etc.)
• Organize, monitor, and communicate facility and building safety preparedness to employees (i.e., act as Fire Warden)
• Prepare, set up, and staff Foundation functions when needed, including at quarterly Sunday Board meetings. Coordinate with building facilities as required
• Act as concierge, reception, and switchboard operator by greeting all visitors, routing calls, and distributing mail

++ADMINISTRATIVE++

• Provide assistance for Foundation programs, convenings, events, meetings, and conferences by arranging facilities, caterers, tracking information, and issuing invitations
• Respond to calendar scheduling requests & internal/external meeting coordination
• Serve as an authorized user of a Foundation credit card for approved Foundation expenses; maintain and submit receipts through an expense-management platform and complete monthly credit card reconciliation
• Leverage internal network & teams to effectively manage workflow
• Provide administrative support to Human Resources and Organizational Learning initiatives
• Coordinate administrative aspects of the onboarding and offboarding processes, ensuring a smooth and organized experience for employees
• Develop a general understanding of administrative functions across the Foundation; serve as a backup to other members of the team as needed

++OFFICE CULTURE++

• Contribute to an environment that fosters open, collaborative relationships with employees and guests.
• Work cross-functionally with members of the teams to design and/or implement projects and initiatives that impact culture and drive connection
• Work on the Culture Committee and manage ad-hoc projects
• Organize in-person and virtual events and engagement activities that contribute to organizational culture and employee morale (team outings, community service, happy hours, team meetings)
• Plan and manage inner-office occasions (birthdays, team lunches, etc.)
• Look for ways to continuously improve belonging in the workplace and connect projects to the Foundation’s staff values
• Perform other related projects or work as required

We’d love to hear from you.

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Is this position not a great fit?

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About Careers In Nonprofits

Careers In Nonprofits is a seven-time award winning Best of Staffing recruiting firm, exclusively serving the nonprofit sector. Since 2006 we have provided temporary, temp-to-hire, and direct hire services to over 600 nonprofit organizations throughout the US. Our mission is to connect the best people with the best causes. We successfully fulfill this mission by identifying client needs and candidates career goals, matching them through a proven search process that works. For more information, please visit our website at www.careersinnonprofits.com.