Operations Assistant

The Pisces Foundation works to advance a world where nature and communities thrive. We are a resource for problem-solvers seeking the tools to address global environmental challenges and build a vibrant San Francisco. The foundation is headquartered in San Francisco, California, with grantee partners across the globe. The foundation has updated its strategy and organizational structure to support advancing collective action through field building, movement infrastructure, and collaborations–all indispensable ingredients of the influence and alignment needed for significant social change. More information on the Pisces Foundation’s updated strategy can be found here.

Operations Assistant

We are seeking a detail-oriented, collaborative self-starter to join our mission-driven team as Operations Assistant, a key team member who provides administrative support for the Foundation with lead responsibility on the physical and virtual office operations. The Operations Assistant will play an important role in our hybrid workspace, working proactively to make sure that our office is a safe and welcoming space for focus, collaboration, and fun. This is a full-time position, located in San Francisco, and reporting to the Director of Operations/Chief Operating Officer (COO).

Responsibilities:

Physical and Virtual Office Management:

• Proactive maintenance of Foundation-wide calendar including Zoom links or physical locations; ensure an inviting, comfortable and safe office by managing supplies for office and kitchen upkeep.
• Manage physical and virtual logistics for staff meetings, quarterly board meetings, and special events, which may be in-person or virtual
• Maintain overall office appearance and functionality by interfacing with vendors and building management. Troubleshoot minor computer, printer, smart phone, or other equipment issues; request IT service and support
• Create a welcoming and accessible environment for visitors: communicate directions to the office, arrange catering, greet guests, and setup for meetings

Administrative Support:

• Accounting support: create weekly invoice payment memo which includes meticulous preparation of invoice submissions, proofreading, editing, and similar tasks
• Director of Operations/COO support: manage calendar and meeting schedule, create reimbursement & credit card expense reports, filing, and other tasks such as correspondence, presentations, expense analysis, reports, and summaries
• Document and contract support including proofreading, editing, formatting, light copy and scan projects, and maintaining paper and electronic filing systems
• Projects as needed such as: job postings, interview scheduling for recruiting, website updates, email blasts.

Skills and experience:

• Outstanding organizational, administrative, and analytical skills, with excellent attention to detail
• Highly developed computer skills including full literacy in Microsoft Office suite, including Word, Excel, PowerPoint, and especially Outlook for scheduling purposes
• Interest in Pisces Foundation's mission and grants programs
• The ability to anticipate needs within areas of responsibility and proactively accomplish tasks
• Strong writing and editing abilities
• The ability to be a self-starter who assumes hands-on responsibility, balances competing priorities and deadlines, and demonstrates sound judgment and good problem solving
• skills
• Strong communication skills, capable of speaking and writing with all levels of formality
• Experience working in a professional office environment
• Interest, comfort, and strength working in a dynamic organization
• Mailchimp, WordPress, Zoom, and Photoshop skills are a plus

Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. While performing this position, the employee is regularly required to operate a personal computer for up to 8 hours a day, to talk on the telephone or webcam for multiple hours per day, and to have the ability to talk and hear. The employee is occasionally required to lift and/or move up to 10 pounds.

Location and Schedule

To promote collaboration and a dynamic work experience, the Pisces Foundation operates with a hybrid schedule, working out of the Foundation offices in downtown San Francisco, currently three days a week. Due to the dynamic nature of the position, the Operations Assistant may need to adjust their in-office schedule based on the needs of the organization and space. Candidates must live in the San Francisco Bay Area or be willing to relocate and must be legally authorized to work in the United States.

Compensation

Pisces Foundation offers an excellent compensation package including platinum-level health, dental, and vision insurance; FSA; life insurance; bereavement leave; paid time off; and holidays.

The expected salary range for this position is $75,000-$85,000 depending on skills and experience. Our salaries are competitive, reflect our geographic location and field, and are commensurate with experience. Pisces Foundation participates in multiple compensation surveys for grantmaking organizations and conducts an annual review of market-based salary trends.

This is a full-time, non-exempt position.