Office Administrator & Executive Assistant - Off the Grid

ABOUT US

Off the Grid is a placemaking platform that transforms temporary event spaces into powerful community experiences through its products and services. Our experiences create moments of connection and discovery for our Guests and Hosts that are scalable, modular and authentic to their own visions. We set the stage for discovery, offering public markets and private catering experiences routinely serving more than 100,000 people each week throughout the bay area.

POSITION SUMMARY

Off the Grid is looking for someone to join the team and oversee basic office administration management as well as provide executive assistance to senior leadership.  This person will be a key contributor in establishing and maintaining organizational culture and driving the employee experience to be a positive one throughout the employee lifecycle. 

While this is a part-time position, it may require nights and weekends on occasion aligned with company events where appropriate. This position is primarily based in San Francisco with travel to our events as needed throughout the Bay Area.

HOW THIS ROLE RELATES TO THE SUCCESS OF OTG: 

The Office Administrator and Executive Assistant is responsible for embodying our company culture internally and externally by driving an amazing in-person experience through onboarding, provisioning, communication and hosting at OTG.

ABOUT YOU

You are an amazing communicator and natural host who is passionate about creating great experiences for those in your personal and professional life. You are extremely organized and use your organization to communicate clearly and positively to those around you around projects and responsibilities you’re associated with. You are excited by the opportunity to learn more about the small businesses we work with, and champion the uniqueness of our company both internally and externally. You get excited by the idea of going to events and learning more about food. You have enough experience working in professional environments to have a point of view on how to drive positive open communication in a way that allows people to feel heard while pursuing excellent outcomes.

KEY RESPONSIBILITIES

This position will be responsible for, but not limited to the following: 

Office Administration 

• New Hire Orientation in coordination with the Employee Experience (HR) and management team
• Coordinating, scheduling, communicating and otherwise orchestrating company social gatherings such as weekly all hands meetings, in-service training and happy hours.
• Provisioning of IT equipment for new hires
• Mail management
• Facility vendor management and oversight
• Office supply management
• IT vendor management

Executive Assistance 

• Lead POC for the Weekly All-Hands meeting (lead meeting, build powerpoint deck to ensure proper storytelling for the audience)
• Oversee general customer e-mail and Phone inquiry responses
• Executive calendar management
• Client gift program management
• Holiday party planning
• End of year company all-hands planning

Years of Related Professional Experience: 5+ years of professional office experience

Educational/Position Requirements: BA Business Administration or relevant experience

Management Experience: None required

Relevant Computer/Software Applications: Google Workspace applications, Salesforce preferred

Certifications and Background: None required

Travel Required(%): <10>#/p###

Communication Skills: 2+ Years customer service or office/executive administration experience with excellent demonstrated written and verbal communication skills.

Other: 

• Vendor/third party management experience preferred
• Valid CA Driver’s License and Clean Driving Record
• Must be 25 years or older to drive a company vehicle

Work Environment: 

The worker is subject to normal environmental conditions. Activities frequently occur inside and occasionally outside.

Physical Demands: 

While performing the job duties, the employee is regularly required to talk or hear; sit; stand; walk; use hands to finger, handle or feel objects, tools or controls, reach with hands and arms. Specific vision abilities required include visual acuity to determine the accuracy, neatness, and thoroughness of the work assigned, close visual acuity to perform an activity such as: viewing a computer terminal; extensive reading. In addition, the employee will be occasionally required to lift and/or move moderate (up to 20 pounds).

WORK SCHEDULE

This is a 20-30 hour per week role with a consistent schedule requiring in-person presence at our offices in Russian Hill, San Francisco. The schedule can be generally flexible but consistent weekly organized around weekly company responsibilities such as onboarding, company-wide meetings and company gatherings.