Office Administrator - The Hidden Genius Project

JOB TITLE: Office Administrator

POSITION PURPOSE AND SUMMARY:

The Office Administrator will support the day-to-day operations of The Hidden Genius Project's physical and virtual office environment needs nationally. The Office Administrator will make sure that the office runs efficiently and that employees have what they need to be successful (e.g., supplies, and a safe work environment). As The Hidden Genius Project continues to grow and expand, this role may also include the supervision of additional administrative staff. Beyond the day-to-day running of the office, this role requires that all customers and clients have a positive experience when visiting The Hidden Genius Project and that all queries and complaints are addressed promptly and are consistent with the best practices and mission of the organization.

Please speak to why you want this role in your cover letter. 

MAJOR AREAS OF RESPONSIBILITY:

Office Management:

• Able to clearly articulate the goals and mission of The Hidden Genius Project

• Manage scheduling and coordination of common spaces, including conference room, café space,

• Phone rooms, and/or lounge space. Manage inventory of office and common space supplies (including snacks, kitchen supplies, cleaning supplies, and other core office supplies).

•  Order new supplies, as needed. Coordinate office activities/events and support operations to secure efficiency and compliance with company policies

• Handle facility-related needs and complaints, maintenance requests, and other concerns according to property-specific and company procedures

• Assist with local and international business travel arrangements e.g., flight and hotel bookings, coordination of ground transportation, and coordination of equipment and supply shipping and inventory

•  Manage agendas/travel arrangements/appointments etc. for senior management

•  Supervise administrative staff and divide responsibilities to ensure performance

Fund Development / Bookkeeping Support:

• Perform data entry for fund development platforms and grant portals and support donor

stewardship e.g., sending acknowledgment letters, tracking donor contributions, sending follow-up communications etc.

• Provide bookkeeping and invoicing support

Reporting and Data Management:

• Create and update records and databases with personnel, participants, and other data and submit timely reports.

Internal/External Communications and Content Creation:

•  Prepare presentations/proposals as assigned, send communications to staff or individuals

supporting or conducting business with The Hidden Genius Project.

•  Manage phone calls and external correspondence (e-mail, letters, packages, etc.) as well as compose and send correspondence for other office staff

• Support board meeting coordination e.g., agenda preparation, presentations, scheduling, recording of minutes

• Other responsibilities as assigned. 

QUALIFICATIONS, SKILLS, AND ABILITIES:

Required

• Proven experience as an office administrator, office assistant, or relevant role

• Outstanding communication and interpersonal abilities

• Experience and high level of comfort working in entrepreneurial environments.

• Experience working in a fast-paced environment primarily focused on youth development.

• Excellent organizational and leadership skills

• Familiarity with office management procedures and basic accounting principles

•  Experience in project management.

•  Excellent knowledge of MS Office and/or Google Suite cloud software, as well as office management software (ERP, etc.)

• Qualifications in secretarial studies will be an advantage.

•  High school diploma, BS/BA in office administration, or 3 years’ experience in a relevant field is preferred.

• Commitment to the core mission and values of The Hidden Genius Project

Desired

• Familiarity with Oka secure identity platform to support employee data and key application access.

• Graphic design background e.g. development of slide presentation decks, flyers, and visual assets for meetings, etc.

ROLE OVERVIEW: 

• Role Location: Oakland, CA (Headquarters Office) 

• Reports to: Chief Finance and Operations Officer 

• Status: Exempt

• Schedule: 40 Hours per week; starting by April 1, 2024; working evenings and weekends, and traveling as needed. All hours must be worked in person at the Oakland, CA office.  

BENEFITS OF THE ROLE:

• Dynamic, fun work environment.

• Excellent opportunity to make a significant impact in the lives of numerous young people

• Entrepreneurial organization; implement your own ideas and immediately see the effects.

• Opportunity to meet and interact with multifarious individuals in the technology industry.

• Opportunity to play a fundamental role in building a national organization.

• Opportunity to innovate in building effective models for holistic technology instruction

PHYSICAL DEMANDS: 

The physical demands described here are representative of those that must be met to successfully perform the essential functions of this job:

• The employee may occasionally climb or balance; stoop, kneel, crouch, or crawl; the employee may frequently stand, walk, or sit; the employee may regularly grasp objects, talk, and/ or hear.

• The employee will occasionally lift up to 50 pounds; the employee will regularly lift up to 10 pounds

• This job requires vision abilities that ensure the safety of operating and programming spaces for all stakeholders

• Travel and supervise the transportation of students as needed

• National (and possibly international) travel