Office Manager/ Executive Assistant

IMPORTANT:  This Advertiser has requested that applicants MUST be National Residents / Valid Work Permit-holders.  Other applicants need not apply.

 

Global Green USA is seeking a dynamic, full-time Office Manager/ Executive Assistant for their Santa Monica headquarters office. This is a newly created position to provide support to the Chief Operating Officer and also maximize our organization’s ability to operate successfully. Applicant needs strong written and verbal communication skills, ability to multi-task, operate independently and accept direct supervision and possess strong organizational skills. Responsibilities include: 

Executive Assistant to COO

• Improve  and expand capacity of volunteer/Interns program:  Intern descriptions, prescreen, interview, training/welcome, orientation and management, timesheets, appreciation lunches, etc. Manage intern projects to increase effectiveness of program

• Work on special projects administratively, with budgets and director work plans 

• Travel arrangements and calendar management 

• Meetings: Scheduling in coordination internal contacts and external, preparation, web conferencing, agendas, power points as needed, Board Meetings and Retreat agendas, advance materials and logistics planning

• Screen telephone calls and incoming mail, publications and other correspondence 

• Compose memorandums, presentation materials, etc from verbal direction or from knowledge of organization policy and procedures 

• Assist other Admin team members to support executive team including President and CEO and Directors as needed

• Performs other related duties as assigned 

• Work with data base to ensure reports are timely, data up-to-date, and acknowledgements on time

• Assist the COO to prepare for 3 board meetings a year

Human Resources 

• Handle recruiting and new hire orientations for all locations (CA, LA, NYC, DC) and create/update job descriptions

• Initiate performance reviews

• Assist the payroll and accounting team to administer benefits (Medical, Dental, Life Insurance, 401K and handle renewals) 

• Update Policies and Procedures documentation as needed

• Maintain and update personnel files 

General Office 

• Oversee front desk reception and help to improve use of communications system, including phone, email and office functions 

• Devise and execute plans and procedures for keeping the main office and satellite office locations organized, aesthetically pleasing, and running smoothly 

• Oversee/administer building repair and maintenance 

• Serve as a liaison to outside agencies and vendors and manage their services  i.e. alarm, cleaning crew, phone, IT

• Handle preparations for important meetings and events at the office 

• Liaison with IT contractor(s) to troubleshoot network issues; manage overall IT functions for all offices

• Vendors: Manage existing; seek out new vendors, cost analysis and comparison and vetting process

Qualifications 

The successful candidate will have the following qualities, skills, and experience:

• College degree and/or 3-5 years experience in an office environment 

• Strong desire to work for an environmental organization and/or nonprofit. 

• Strong computer skills with a proficiency in MS Office and ability to learn new technology quickly

• Experience working at a non-profit is preferred, but not required

• Knowledge of Quickbooks useful; Raiser’s Edge highly desired. 

• Strong organizational, verbal and written communication skills 

• Demonstrated ability to take initiative and be resourceful, able to multitask, prioritize and manage time effectively, seek input and implement projects as needed

About GGUSA: Founded in 1993 by activist and philanthropist Diane Meyer Simon, Global Green is the American Arm of Green Cross International (GCI), which was created by President Mikhail S. Gorbachev to foster a global value shift toward a sustainable and secure future by reconnecting humanity with the environment. Global Green USA is the only national environmental non-profit headquartered in Southern California with offices in New Orleans, Washington DC, and New York, and is one of 31 national GCI affiliates throughout the world. www.globalgreen.org

Mission: To foster a value shift towards a more sustainable and secure future.  Global Green is working to address some of the greatest challenges facing humanity. In the United States our work is primarily focused on stemming global climate change by creating green buildings and cities.

Values:  Professionalism; Respect, Trust And Teamwork; Transparency, Openness and Communication; Nimble yet Focused Risk Taking Entrepreneurialism; Optimism; Balance and Fun; Focus

Compensation:  Compensation will be based on experience and qualifications. Salary range $37,000-$42,000. Position includes full benefits including Medical, Dental and 401k plan. EOE.

Hours and Location: Position is based in Santa Monica. Hours are 9 a.m. to 6 p.m.

To Apply: Qualified applicants should submit a resume and brief cover letter describing their interest in this position immediately to Global Green USA Attn: Heather Mott via email at: hr@globalgreen.org . Please put Office Manager/Executive Assistant in the subject line. No phone calls, please.