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Office Manager

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Published 29 days ago

Title: Office Manager

Reports to: Chief Operating Officer

Direct Reports: None

Hours: Full-time, Exempt 

Location: San Francisco, CA

The legal experts at Giffords Law Center to Prevent Gun Violence fight for a safer America by researching, drafting, and defending the laws, policies, and programs proven to save lives from gun violence. The organization was founded over 25 years ago following a gun massacre at a San Francisco law firm and was renamed in 2017 after joining forces with the gun-safety organization founded by former Congresswoman Gabrielle Giffords. Today, Giffords Law Center provides free assistance and expertise to lawmakers, advocates, legal professionals, law enforcement officials, and citizens who seek to improve the safety of their communities.

Giffords Law center seeks an Office Manager to join the team. The Office Manager manages the day-to-day operations of the overall organization and coordinates IT functions. This position will work closely with the larger Operations team as we prepare to reenter the office environment after an extended period working remotely due to the COVID-19 pandemic. The Office Manager reports to Giffords Law Center’s Chief Operating Officer and supports a range of administrative functions, including working with the Finance Manager on cash receipts and mail runs, coordinating with technology consultants, supporting general office activities, coordinating audio-visual technology for staff meetings, ordering supplies, and scheduling on behalf of the Giffords Law Center’s Executive Director.

The staff at Giffords Law Center is highly collaborative and team-oriented. The work is fast-paced, complex, and often creative. The ideal candidate has an excellent eye for detail, enjoys interacting with the staff, works independently, and can keep pace in an exciting and fast-changing environment.

This is a full-time position based in our San Francisco office. As the safety and wellbeing of our team is of utmost importance, all Giffords Law Center staff members are working remotely until it is safe for us to resume working in an office, traveling, and holding in-person meetings.

Applications are accepted on a rolling basis until position is filled. Due to high volume of applicants, no phone calls or emails, please.

Duties + Responsibilities

  • Serve as office manager by welcoming guests, receiving and distributing mail, maintaining security system and protocols, and answering staff questions regarding processes and policies
  • Manage IT systems including printers, laptops, and phone systems and provide IT support to staff with the aid of outside IT consultant
  • Oversee procurement for office supplies and maintains appropriate stock levels
  • Coordinate with building management and external vendors to address facilities issues
  • Assist with coordination and logistics for organization-wide meetings and retreats, both virtual and in-person
  • Works closely and effectively with the Giffords Law Center Executive Director to make travel arrangements and schedule meetings, receive and route correspondence that require the Executive Director’s review, and manage administrative processes such as expense reporting, timesheets, etc.
  • Coordinate office space layout changes and manage physical office layout
  • Oversee network access and coordinate server upgrade to a cloud-based system
  • Assist in the process of digitizing paper files and maintain digital files going forward
  • Manage access credentials in Google Workspace
  • Coordinate with development team to manage and update external-facing donation pages
  • Manage and distribute internal communications documents
  • Coordinate process for ensuring organization-wide events and meetings are reflected on relevant calendars
  • Manage document retention process of off-site files
  • Monitor technology security settings for compliance
  • Other duties as assigned

Required Knowledge, Skills + Experience

  • 2-4 years of proven work experience as an IT manager, office manager, or other relevant experience
  • Shares our commitment to racial equity, social justice, and ensuring an inclusive organizational culture
  • Strong attention to detail and ability to draft high-quality correspondence and written materials
  • Ability to creatively problem-solve and use interpersonal skills to act as a helpful conduit of information across the organization
  • Ability to balance and prioritize ongoing projects with on call requests for support

Valued Non-essential Knowledge, Skills, + Experience

  • Strong skills in Microsoft Office
  • Degree in Computer Science, MIS, or similar field
  • Experience with Box, Dropbox, Google Workspace, Slack

Compensation + Benefits

The salary range begins at $55,000/year with exact salary depending on experience. Benefits include employer funded health, dental, and vision insurance; health, transit, and parking flexible spending accounts; 401k plan with 4% employer match; 25 days of PTO annually; and paid holidays.

Applying + Interview Process

To apply, click here. Submit your resume and a brief cover letter (400 words maximum) that outlines three specific ways that you would be a good fit for this position. Our interview process for this position consists of a phone interview, a video interview, a skills assessment exercise, and reference checks.

Giffords is proud to be an equal opportunity employer committed to creating an environment that celebrates diversity, equity and inclusion. People of color, trans individuals, gender non-conforming individuals, women, people with differing abilities, and veterans are strongly encouraged to apply.

Title: Office Manager

Reports to: Chief Operating Officer

Direct Reports: None

Hours: Full-time, Exempt 

Location: San Francisco, CA

The legal experts at Giffords Law Center to Prevent Gun Violence fight for a safer America by researching…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Professional Level
    Professional

Salary

At least $55,000

Location

Temporarily Remote
Work must be performed in or near San Francisco, CA
Associated Location
San Francisco, CA, USA

How to Apply

To apply, click here. Submit your resume and a brief cover letter (400 words maximum) that outlines three specific ways that you would be a good fit for this position. Our interview process for this position consists of a phone interview, a video interview, a skills assessment exercise, and reference checks.

To apply, click here. Submit your resume and a brief cover letter (400 words maximum) that outlines three specific ways that you would be a good fit for this position. Our interview…

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