Office Manager / Executive Assistant

Job Description

Job Description

Salary : $34.00 - $37.00, based on education, experience and in accordance with Northern California Nonprofit Survey

Become a Part of the Child Advocates of Silicon Valley Team

Child Advocates works to ensure every foster child in Silicon Valley, who has been abused, neglected and / or abandoned, has the nurturing support and resources needed to thrive. We are looking for people who put children first. People whose compassion leads to hard work and impact. At Child Advocates, its about each person bringing skills and passion - their best - so that we can be there for every foster child.

About the Role

Were looking for an office manager to join our administration team. This role will ensure smooth day-to-day operations of the office, including facilities management, vendor coordination, and general workplace upkeep. This role provides executive administrative and scheduling support to the CEO, helping to manage calendars, meetings, special projects, and the board of directors' needs. The Office Manager will also oversee all office vendors, supplies, and processes to maintain an efficient and welcoming work environment. Additionally, they serve as the main point of contact for staff and visitors, supporting both organizational needs and executive priorities.

How Youll Have an Impact

The applicant hired as our Office Manager / Executive Assistant will be :

• Managing the CEOs calendar : schedule meetings, appointments, and hosted meetings; schedule rooms, create agendas, track RSVPs, arrange for refreshments, take and distribute meeting notes, and track action items.
• Assisting with Board meetings : schedule and track RSVPs, prepare agenda templates, store archives, manage the Board drive, and distribute meeting materials while providing staff support to the Board of Directors and Board committees, including Zoom meeting and calendar oversight.
• Managing daily office operations, including supplies, equipment, and vendor relationships, ensuring a professional, organized, and welcoming environment for staff, guests, and stakeholders.
• Overseeing facilities-related needs such as building maintenance, office security, and vetting potential vendors.
• Creating slide presentations, managing hybrid meetings, and presentations.
• Processing and distributing gift cards for the Program Department in conjunction with the Finance Department.
• Ordering office supplies and direct contact for facility management.
• Making deposits and logging incoming funds when needed.

Agency Support

What Were Looking For

Experience

Skills

Important Details

Supervisor : Chief Executive Officer

Status : Full-time, non-exempt

Location : In person, in office San Jose, California

Benets : Full medical, dental, vision coverage for the employee; holidays; and paid time off (PTO).

Applicants must be able to work a variety of hours, including evenings and weekends. Applicants must have a valid California Drivers License and current automobile insurance. Applicants must be able to successfully pass a formal background check : FBI, DOJ, CACI, DMV.

Applicants must be able to complete CASA Volunteer pre-service training within six months of hire.

Equal Employment Opportunity Statement

Child Advocates is committed to employing a diverse workforce. Qualied applicants will receive consideration without regard to race, color, religion, sex, national origin, age, sexual orientation, gender identity, gender expression, veteran status or disability.