Jobs Board

Office Coordinator (Heising-Simons Foundation)

Company Name

Heising-Simons Foundation

Company City

Los Altos

Company State

CA

Job Location

Los Altos, CA

Company Information

The Heising-Simons Foundation is a family foundation based in Los Altos and San Francisco, California. The Foundation works with its many partners to advance sustainable solutions in climate and clean energy, enable groundbreaking research in science, enhance the education of our youngest learners, and support human rights for all people. The Foundation’s grantmaking is guided by the values of humility, courage, justice, opportunity, sustainability, innovation, relationships, and integrity.

Job Description

The Office Coordinator assists our staff and visitors by providing general office support and managing front desk responsibilities. The goal of the Foundation’s office team is to ensure organizational effectiveness, efficiency, and safety. This position is an opportunity to learn about office operations and philanthropy. Candidates are not expected to have experience in all areas listed in the job posting.

The primary responsibilities of the Office Coordinator are to:

  • Serve as the first point of contact for all office visitors to the Los Altos office.
  • Manage daily logistics and operational tasks to maintain the Los Altos office.
  • Work collaboratively to drive day to day operations across Foundation offices.
  • Assist in the planning and execution of internal and external Foundation events.

This full-time (37.5 hours per week), exempt (salaried) position is based in our Los Altos office. The position reports to the Office Operations Manager. This Office Coordinator is expected to work from the Foundation’s Los Altos office.

Primary Responsibilities

  • Serve as the first point of contact for all office visitors to the Los Altos office.
  • Greet, announce, and direct visitors in a welcoming manner.
  • Answer, screen, and direct incoming telephone calls/emails and provide callers with basic information, as requested.
  • Respond to staff and visitor requests and anticipate their needs.
  • Ensure the well-being of visitors and staff by creating a welcoming office environment that takes into consideration dietary restrictions, cultural and religious customs, and varying abilities.
  • Manage daily logistics and operational tasks to maintain the Los Altos office.
  • Maintain an appropriate inventory of office and kitchen supplies, including snacks and beverages.
  • Coordinate outgoing mail and delivery services and route incoming mail, deliveries, and publications.
  • Provide basic IT support to staff, including assistance with presentation and video conferencing setup, and direct staff to the appropriate IT team member, when necessary.
  • Maintain office safety and security procedures, including directing visitors, and maintaining a thorough knowledge of the Foundation’s evacuation and safety procedures.
  • Serve as the point person for maintenance, supply, and vendor-related requests.
  • Oversee and organize conference room scheduling and reservations.
  • Maintain the general appearance of all common areas of the office, including the reception area, conference rooms, wellness room, copy/supply room, and kitchen/lunchroom (including loading and unloading the dishwasher).
  • Work collaboratively to drive day to day operations across Foundation offices.
  • Partner with the Office Operations Manager to identify issues and reevaluate team processes to streamline workflows and resolve issues.
  • Work with the Office Operations Manager to develop, implement, and evaluate office procedures and office security procedures.
  • Assist with new hire onboarding and training by completing assigned onboarding tasks and providing office orientations.
  • Assist the IT team in identifying and addressing ongoing technology issues.
  • Provide administrative and project support to other teams, including calendaring, coordinating meetings, and data entry.
  • Provide regular feedback to supervisor and colleagues both informally and as a part of the annual review process.
  • Assist in the planning and execution of internal and external Foundation events.
  • Work collaboratively with Foundation staff to coordinate and execute logistics for onsite meetings and events.
  • Assist staff with planning of menus with attention to dietary restrictions of staff and attendees.
  • Coordinate catering and events, including order placement and delivery, meal and conference room or venue setup, and storage and/or disposal of leftovers.
  • Maintain accurate reports for all catering requests in Salesforce as well as a listing of staff dietary preferences and restrictions.
  • Communicate with all staff regarding office events via email, the weekly newsletter, and announcements at staff meetings.

Foundation-wide Responsibilities

  • Pitch-in across the Foundation, as important deadlines or events approach.
  • Participate in Foundation-wide committees; diversity, equity, and inclusion work; and internal culture-building.
  • Participate in Foundation-wide training sessions.
  • Help the Foundation promote and maintain environmentally friendly office practices.

Job Qualifications

  • Minimum two years of office experience as an administrative assistant or front office coordinator.
  • Experience with Microsoft Office applications or related software.
  • Able to communicate and work with people of different backgrounds internally and externally to achieve shared goals.
  • Strong written and verbal communication skills.
  • Able to manage and prioritize a large volume of tasks and deadlines, with attention to detail.
  • Commitment to providing excellent customer service to everyone.
  • Adaptable and able to shift as Foundation needs evolve.
  • Coachable, continuously learning, open to feedback, and willing to adapt and apply new approaches to maximize effectiveness.
  • Desire to contribute to a collaborative team environment.
  • Ability to work independently, with little direction at times.
  • Proactive rather than reactive and reduces complexity to simplicity.
  • Culture carrier, who embodies the Foundation’s values.
  • Able and willing to quickly learn and use new systems of technology, such as Salesforce, Zoom, Box, and Robin.
  • Must be physically able to stand, walk around the office, bend, and lift up to 20 pounds throughout the day on a regular basis.
  • Must be available for occasional travel between our San Francisco and Los Altos offices.

How to Apply

The Foundation is an equal opportunity employer and welcomes a diverse pool of applicants. Foundation policy prohibits unlawful discrimination based on race, color, religion, gender, sexual orientation, pregnancy, national origin, ancestry, citizenship, age, marital status, physical disability, mental disability, military service, legally protected medical condition, or any other consideration made unlawful by federal, state, or local laws. Reasonable accommodation will be made so that qualified applicants with disabilities may participate in the application process. Please advise in writing of special needs at the time of application.

Our success is dependent on our ability to build teams that include people with different experiences and expertise and who can challenge each other’s assumptions with new viewpoints and bring different perspectives to the team. We encourage women, people of color, formerly incarcerated individuals, immigrants, LGBTQ+, people with disabilities, and others with diverse perspectives and experiences to apply.

To apply, please upload your resume, along with a cover letter that describes your interest in and qualifications for this position, here.

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