About the Foundation
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. In 2020, the Foundation awarded more than $127 million in grants. The Foundation’s grantmaking is guided by the values of humility, courage, justice, opportunity, sustainability, innovation, relationships, and integrity.
During the COVID-19 pandemic, all Heising-Simons Foundation staff are working remotely. We plan to reopen our offices on September 13, 2021.
The Office Manager is responsible for providing general office support, managing both of our office locations, and supervising the Office Coordinator and the Office Assistant in our Los Altos office. This full-time, (37.5 hours per week) exempt (salaried) position is based in our San Francisco office with regular travel to our Los Altos office. This position reports to our COO and it is not eligible for telecommuting.
Our Office Team coordinates a wide range of office activities and provides administrative support to ensure organizational effectiveness, efficiency, and safety. The team is responsible for developing and maintaining office protocols, streamlining administrative procedures, inventory control, and other tasks as needed to ensure smooth office operations for the Heising-Simons Foundation and the Heising-Simons Action Fund, our 501(c)(4) organization.
The Office Manager is a proactive professional, who thrives and is effective in a role that requires wearing multiple hats. This position requires experience supervising a team and performing a broad range of administrative tasks. The Office Manager can work independently with little or no supervision, is well-organized and flexible, and enjoys the challenges of supporting an organization with a diverse staff and an ambitious mission. This position is an opportunity to learn about the field of philanthropy and tools like Salesforce and Box. Candidates are not expected to have experience in all areas listed in the job description.
- The San Francisco office is a hub of activity, with many staff people from the Los Altos office, as well as external visitors. The Office Manager serves as the “air traffic controller” for ensuring that staff and visitors have the required spaces to work and meet.
- Supervise the Office Coordinator and Office Assistant in our Los Altos Office by coaching, mentoring, evaluating, and providing feedback to achieve the team’s goals and the employees’ career goals
- Greet and direct visitors, direct incoming telephone calls, and provide guests and callers with general information, as requested; schedule relief reception coverage, as necessary
- Responsible for the planning and execution of Foundation events, both inside our offices and at external locations
- Manage relationships with the janitorial service providers in both offices. Maintain the appearance of the common areas of the office throughout the day, including the reception desk and lobby, kitchen, conference rooms, copy room, and wellness room
- Manage conference room reservations and supervise/coordinate the logistical details, including room set-up
- Responsible for the catering of staff lunches as well as for additional meetings on an as needed basis. This includes placing orders based on food preferences and allergies, receiving orders, setting up meals, storing or disposing of leftovers, etc.
- Provide basic IT support, including the operation of conference room equipment, such as connecting laptops, downloading presentations, and enabling video conferencing
- Work collaboratively with the IT team to identify and address ongoing issues, and direct staff to the appropriate IT team member(s), when necessary
- Manage relationships with vendors, service providers, and property managers and serve as the point person for office, kitchen, and equipment maintenance
- Recommend and implement office procedures, along with the COO
- Maintain office safety and security procedures
- Maintain an appropriate inventory of office and kitchen supplies, including snacks and beverages
- Coordinate outgoing mail and delivery services and route incoming mail and deliveries
- Perform pre-employment onboarding tasks and provide or coordinate training and orientation for new employees
- Ensure the inclusion and well-being of staff by anticipating needs and considering dietary restrictions, cultural and religious customs, and personal convictions
- Respond to employees’ and guests’ requests and concerns to maintain a welcoming and well-functioning office and meeting space
- Provide and delegate general administrative and project support to members of the Office Team, as needed
- Provide regular feedback to supervisor, direct reports, and colleagues both informally and as a part of the annual review process
- Assist with the recruiting, onboarding, and training of new Office Team members
- 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
- A college degree or high-school diploma, with equivalent experience
- 5+ years of increasingly responsible administrative experience in a professional office setting
- Able to stand, walk, bend, and lift up to 20 pounds throughout the day on a regular basis
- Excellent administrative and Microsoft Office skills
- Customer service oriented, with outstanding verbal and written communication and interpersonal skills
- Resourceful and skilled at problem-solving
- Proactive, with excellent multi-tasking and follow-through abilities
- Detail-oriented, with exceptional organizational, time/project management, and prioritization skills
- Flexible, with the ability to work both independently and collaboratively
- Punctual, dependable, and proactive
- Positive demeanor, a sense of humor, and highly productive under pressure
- Able to commute to Los Altos approximately one day per week
- Nonprofit experience is preferred
Compensation and Benefits
- The salary range for this position is $80,000 to $95,000 per year. Salary ranges are reviewed and adjusted annually based on peer organizations.
- We offer a comprehensive employee benefits package that includes employer-paid medical, dental, and vision insurance for employees and dependents, long-term disability, business travel, and life insurance, flexible spending accounts for medical and child care expenses, a 401(k) plan (with a matching contribution of up to 16%), commuting assistance, an employee assistance program (EAP), mental health counseling, tuition reimbursement and a generous professional development budget, matching gifts, fitness reimbursements, fertility assistance, and identity theft protection. In addition, we allow flexible schedules and some telecommuting with manager’s approval.
Paid time off includes:
- Vacation: starts at 3 weeks/year, with increases based on tenure
- Sick: 12 days/year
- Personal Days: 2 days/year
- Family Medical Leave: 10 days/year
- Parental Leave: up to 16 weeks
- Holidays include:
- Martin Luther King, Jr. Day
- President’s Day
- Memorial Day
- Independence Day
- Labor Day
- Veterans Day
- Thanksgiving Day (and the day after)
- Year-End Break (Christmas Eve through New Year’s Day)
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.