One-Year Workplace Operations Associate
about 20 hours ago
Full time role
Hybrid · Remote · San Francisco, CA, US
Earthjustice is the premier non-profit environmental law organization. We take on the biggest, most precedent-setting cases across the country. We wield the power of law and the strength of partnership to protect people’s health; to preserve magnificent places and wildlife; to advance clean energy, and combat climate change. We partner with thousands of groups, supporters, individuals, and communities to engage the critical environmental issues of our time and bring about positive change. We are guided by a passionate, ambitious vision for the future for people and our planet. We are here because the earth needs a good lawyer.
Earthjustice’s Workplace Experience & Sustainability (“WES”) team is seeking a One-Year Workplace Operations Associate as the team prepares for an office move and determines what the support needs will be in the new office space. Under the supervision of the Sr. Workplace Operations Manager, the successful candidate will provide operational and administrative support for our headquarters in San Francisco, CA and for the organization. Primary responsibilities will include front desk services, general office administrative support, and fostering office culture.
Earthjustice’s Workplace Experience & Sustainability (“WES”) team is seeking a One-Year Workplace Operations Associate as the team prepares for an office move and determines what the support needs will be in the new office space. Under the supervision of the Sr. Workplace Operations Manager, the successful candidate will provide operational and administrative support for our headquarters in San Francisco, CA and for the organization. Primary responsibilities will include front desk services, general office administrative support, and fostering office culture.
This is an in-person, 12-month, full-time (37.5 hours/week) role with an anticipated start date in March 2025. The successful candidate must work Mondays-Fridays from our San Francisco, CA office.
Responsibilities:
Reception and Hospitality Services (45%)
- Provide a warm welcome and high-touch experience to employees and visitors. Ensure that visitors, callers and staff are treated with the utmost respect and hospitality.
- Serve as frontline donor relations support, including providing customer service to donors, troubleshooting issues, and enhancing the callers experience with Earthjustice before routing donor callers elsewhere.
- Operate a multi-line phone system and its software component.
- Manage mail, package, fax, and shared-HQ email inbox processes.
- Provide management for all general office administration, maintenance, reception, and general administrative support functions.
- Learn to operate all office equipment, provide training to staff on the equipment, and oversee proper use of all equipment. Troubleshoot office equipment.
- Manage and maintain a welcoming and collaborative office environment through décor, shared spaces, and office layout planning.
- Coordinate hospitality services for internal and external meetings, including receiving catering, refreshments, and necessary supplies.
- Ensure all meeting rooms and common areas are set up and maintained to meet company standards of cleanliness and readiness.
- Provide tours and information to guests and clients about the facilities, services, and surrounding areas as needed.
General Administrative Support (25%)
- Assist with various administrative tasks, including invoice validation, floor and seating plan management, and intranet updates.
- Draft and edit Standard Operation Procedures and intranet for new or updated processes.
- Support ad hoc office and workplace initiatives and work closely with various teams to support administrative logistics.
- Partner with stakeholders to implement and maintain office policies and procedures, as needed.
- Complete Workplace Lifecycle tasks and processes.
- Support office relocation planning and execution.
Office Culture and Events (15%)
- Foster a positive and inclusive office culture by organizing celebrations, social events, and recognition programs.
- Develop and implement initiatives to enhance employee engagement, satisfaction, and workplace morale.
- Create and distribute internal communications to promote office culture, including newsletters, announcements, and event invitations.
- Plan and execute monthly office events in conjunction with the Internal Events team and the Culture Club.
- Promote diversity, equity, and inclusion (DEI) initiatives through events, workshops, and training sessions.
- Liaise with catering providers and vendors to ensure accurate and timely delivery of services for events and meetings.
Safety & Security (10%)
- Conduct monthly safety audits, inspections, and risk assessments to identify potential hazards.
- Maintain safety records, including reports on incidents, training, and safety inspections.
- Assist in the development and maintenance of emergency response plans, including evacuation, shelter in place, and first-aid procedures.
- Monitor daily security operations including CCTV, access control, and alarm systems.
- Manage and maintain access control systems, including issuing and monitoring badges, keys, and other access credentials.
- Participate in safety and security measures as a floor warden.
Professional Development (5%)
- Update job knowledge by participating in educational opportunities; reading professional publications; maintaining personal networks; and participating in professional organizations and conferences.
- Participate in trainings, webinars, affinity groups, and conversations to continuously deepen understanding of diversity, equity, and inclusion.
Qualifications:
- 2+ years of relevant professional experience in office management, hospitality, and/or event coordination.
- Experience in a non-profit organization, strongly preferred.
- Demonstrated positive, service-oriented approach to work.
- Excellent written and verbal communication skills to be utilized with all levels of the organization, including presenting information to top management and welcoming critical community stakeholders into the space.
- Passion for Earthjustice’s mission.
- Highly reliable and able to meet deadlines.
- Strong problem solving and troubleshooting skills.
- Strong collaboration skills and abilities to work within a team.
- Ability to take ownership of certain projects and tasks and correctly manage daily responsibilities and shifting priorities without direct supervision.
- Strong attention to detail.
- Demonstrates an awareness and sensitivity to the needs and concerns of individuals from diverse cultures, backgrounds and orientations.
- Contributes to the creation of a diverse, equitable and inclusive work culture that encourages and celebrates differences.
Compensation:
We offer a competitive salary and excellent, comprehensive benefits. We also offer a casual and congenial work environment.
Salaries at Earthjustice are determined by experience level and working location. The annual salary range for this role in San Francisco, CA is $68,600 - $76,200.
To Apply:
Interested candidates should submit the following materials via Jobvite. Applications submitted by 5:00pm PT on January 6, 2025 will be given priority, and applications received after the priority deadline may be reviewed on a rolling basis until the role is filled. Incomplete applications will not be considered.
- Resume.
- Cover letter.
- Finalists will be asked to provide a list of 3 professional references, 2 of whom must be current or recent former supervisors.
Information about our hiring process and tips for success can be found at https://earthjustice.org/about/jobs/hiring-process. Please reach out to jobs@earthjustice.org if you are having technical difficulties submitting your application. No phone calls, drop-ins, or hard copies. Earthjustice only considers applications submitted for current openings via Jobvite. Unsolicited resumes or resumes for posted positions that are not submitted via Jobvite will not be reviewed or retained.
As an equal opportunity employer, Earthjustice is committed to employment practices that ensure that employees and applicants for employment are provided with equal opportunities without regard to race, color, national origin, ancestry, sex, age, religion, physical or mental disability, medical condition, veteran status, marital status, pregnancy, sexual orientation, gender identity, genetic information, or any other factor specified under applicable laws that is not related to the position.
Earthjustice will consider qualified applicants with a criminal history pursuant to the California Fair Chance Act, and any applicable local ordinance, such as the San Francisco Fair Chance Ordinance, the Los Angeles County Fair Chance Act, or the Los Angeles City Fair Chance Initiative. You do not need to disclose your criminal history or participate in a background check until a conditional job offer is made to you.