Operations Assistant

  • 1885 Mission St, San Francisco, CA 94103, USA
  • Part-time

Company Description

CivicMakers is a civic innovation and engagement consulting firm that specializes in applying human-centered design principles to co-create more effective and inclusive programs, services, spaces and policies in the public sector. Since 2015 we have worked with a range of diverse communities, public agencies, municipalities and nonprofit organizations across California and beyond. 

Our primary services include community engagement, strategic planning, organizational development, and change management, service design, program evaluation, and training.

We also convene a growing community of civic innovators to learn from one another, share best practices, and forge deeper partnerships to increase our collective impact. We host regular events, such as Civic Mornings, and send a twice-monthly newsletter to a mailing list of over 3,700 subscribers.

Our team is a small group of bright, curious, cross-disciplinary, super fun humans. We hold firm to the values of inclusion and equity, empathic listening, learning by doing, collaboration, and transparency. We work out of the San Francisco Impact Hub in San Francisco’s Mission District. 

Job Description

THE OPPORTUNITY

We are seeking a self-directed, energetic, civically-minded individual who wants to apply their organizational, people-supporting, multi-tasking skills to further the work of CivicMakers. 

The Operations Assistant will perform a variety of tasks to support team members, assist in daily office needs, and manage our company’s general administrative activities. This is a key role for our company at this time in our growth. The right candidate will work closely with our CEO to ensure efficient, effective and delightful operations and internal processes, which will enable the larger team to focus on client work. 

The ideal candidate is a master multi-tasker able to juggle many simultaneous requests, with excellent communication and prioritization skills. Candidates should have a genuine desire to provide support to a larger team in a fast-paced, start-up environment with a passion for organization and optimization.. This is an excellent opportunity for someone early in their career to significantly expand their understanding of the key activities and skill sets necessary to operate a successful, mission-driven business.

WHAT WILL YOU DO?

You will directly contribute your time, energy and creativity to supporting a team at the leading edge of civic innovation. Below is a sampling of the kinds of tasks you can expect. These are subject to change and evolve, just like the nature of our field and our growing business.

Office Organization

  • Organizing internal digital files
  • Printing and scanning documents
  • Reserving conference rooms
  • Managing and organizing office supplies

Administrative Support

  • Support hiring - promotion, communication with candidates, coordinating interviews, etc.
  • Provide onboarding support for new employees
  • Improve our internal tools and collaboration systems
  • Update and maintain office policies, procedures, and documentation (e.g., employee manual)
  • Logistics and scheduling support 

Legal & Financial Support

  • Contract requirements review
  • Generating certificates of insurance
  • Business license applications and renewals
  • HR paperwork, such as paid leave
  • Support on legal and financial filings
  • Insurance audit paperwork

General

  • Assist with production and logistical tasks, such as coordinating workshops, booking venues, and scheduling meetings
  • Conduct desk research, including background and analogous research
  • Other support tasks as they arise
  • Have fun and do good with a great team!

Qualifications

THE BARE MINIMUM

  • At least 1 year prior experience in an office setting
  • You are an active listener with excellent oral and written communication skills 
  • You have excellent computer skills, especially typing/taking quick and thorough notes
  • Proficiency with Google Drive Suite
  • High attention to detail and good prioritization skills
  • Desire to be proactive and create a positive experience for others
  • Innate drive to leave things better than you found them, whether that’s a supply shelf or an office process

PREFERRED

  • Experience coordinating meetings and events 
  • Moderate to advanced spreadsheet skills, including formulas
  • Some familiarity with accounting, including reconciling expenses
  • Some experience managing projects with many moving pieces

IN ADDITION...

  • You are passionate about civic innovation (or would like to learn more about this field)!
  • You are an active listener with excellent oral and written communication skills
  • You learn quickly and like to wear multiple hats
  • You are self-motivated and skilled at prioritization and time management
  • You are located in the Bay Area and able to travel to San Francisco

Additional Information

COMPENSATION 
This is a part time position, $20-$30 per hour based on experience. The position will begin as a contract position at 20 hours per week. These hours will likely expand over time, and there is potential for this role to grow into a permanent, full-time position

LOCATION
You will work out of our sunny San Francisco office on the top floor of Impact Hub San Francisco, a co-working space for impact-driven entrepreneurs located in the Mission District, one block from 16th Street BART station. 

TO APPLY

  1. Click on the "I'm interested!" button.
  2. Complete the Personal Information and Experience sections. Please upload a completed resume. Applications without an uploaded resume will not be considered.
  3. PROTIP: Uploading a resume will auto-fill some of the fields, but be sure to review this information before submitting. Also, if you see any fields highlighted in red (including Education), it means you will need to manually add information.
  4. Click next, then upload a cover letter. Applications without an uploaded cover letter will not be considered.
  5. Click submit, and you're done! 

We plan to review applications the week of September 2, and schedule initial interviews the week of September 9.

EQUAL EMPLOYMENT OPPORTUNITY & COMMITMENT TO DIVERSITY
CivicMakers is committed to building a culture that reflects our values of inclusion and equity. We actively encourage women, people of color, LGBTQ+ individuals, ethnic minorities and others from diverse backgrounds of all types to apply. Reasonable accommodations will be made for candidates with disabilities.

EEO GUIDELINES
All your information will be kept confidential according to EEO guidelines.