Facilities & Administrative Coordinator

About the Foundation

The James Irvine Foundation is a private, nonprofit grantmaking foundation dedicated to expanding opportunity for the people of California. The Foundation’s focus is a California where all low-income workers have the power to advance economically. Since 1937 the Foundation has provided more than $2.6 billion in grants to organizations throughout California. The Foundation ended 2023 with $3.1 billion in assets and provided $180.3 million in grants. For more, please visit www.irvine.org.

About the role

The Facilities & Administrative Coordinator will play a critical role in ensuring smooth day-to-day operations in our San Francisco office and provides administrative, clerical, and project‐related support to key operations and program areas. This role will be centrally positioned to learn about and influence all aspects of an impactful & innovative foundation.

You are someone who works well with a team and independently; have exemplary organizational skills with the ability to multi-task and respond to rapidly changing priorities; and have superior interpersonal skills, high self-awareness, and sound judgment.

The Facilities & Administrative Coordinator will have a high level of integrity, exceptional character, confidence, and the ability to remain calm in stressful situations. We are looking for a problem solver with excellent time management and prioritization skills, who is a passionate self-motivator.

Your responsibilities will include

Facilities Management

• Supports staff with use of all office equipment and ensures that machines have adequate supplies. Serves as a central contact for troubleshooting and repair requests of all office equipment.
• Prepares and maintains files on all office equipment, appliances, furniture, and supplies, including all warranties and maintenance requirements
• Coordinates and oversees all cleaning, repairs, and facility-related services.
• Manages office supply orders and organizes storage closets
• Assists the IT Department with on‐site troubleshooting and provides general support
• Answers telephone calls and directs callers to individual staff members.
• Processes incoming and outgoing mail and faxes
• Serves as liaison to the building management in the San Francisco office for day‐to‐day matters and provides office keys and access cards to staff as needed
• Attends all safety and emergency training sessions offered by the building and informs staff and others using Foundation facilities about safety and emergency procedures. Manages the floor warden program and coordinates the activities of floor warden volunteers.
• Maintains kitchen, prepares coffee, orders, organizes, and stocks kitchen supplies
• Coordinates with any caterers being brought in, including obtaining certificates of insurance and facilitating building access

General Administration

• Provides logistical support for medium/large group meetings onsite
• For on‐site meetings, independently partner with other support staff (i.e., IT, Accounting, EAs, PAs, POs, etc.)
• Provides support to Program Associates and EAs during the planning, preparation, or managing of convenings onsite
• Routinely attends Facilities and Administration team meetings and maintains a thorough working knowledge of the priorities for the operations and initiative areas of the Foundation
• Maintains subscriptions to journals and other publications
• Serves as the primary point of contact for external groups accessing the Foundation’s meeting space
• Provides support with additional clerical and administrative tasks and projects as needed

Who you are

• A Team Player: Nothing is beneath or above you. You are quick to always lend a hand, or two! You are able to earn influence without authority and naturally seek to support both small projects and large strategic goals.
• Resourceful and Adaptable: You’re at ease with ambiguity and rapid change. You possess a positive attitude and identify creative solutions to obstacles. You can juggle many essential responsibilities at once, and you’re rigorous about prioritizing.
• An Effective Collaborator: You’ve successfully worked across cultural lines on a diverse team and can operate effectively in complex situations. You can easily gain trust from team members and are known for supporting them to ensure they are set up for success. You’re not afraid to ask questions.
• Flexible: You can manage a diverse set of team needs and aren’t afraid to step outside your job description or comfort zone to help the team reach its goals. You’re comfortable with shifting schedules and don’t expect every day to go “as planned.”
• Emotionally Intelligent: You are self-aware and perceptive. You nurture relationships and can work and communicate well with all kinds of people. You are optimistic, empathetic, flexible, curious, and well-respected by all who work with you, irrespective of title.

What you’ll need

• 3+ years of professional experience (we are background agnostic and are excited by candidates with unique and different work histories).
• Project management experience with the ability to manage multiple priorities simultaneously
• Ability to manage relationships at all levels of the organization; demonstrated ability to work collaboratively and in partnership with a wide variety of constituencies
• Impeccable organization, you are highly detail-oriented and someone who gets a real sense of satisfaction from producing polished work and managing smooth and orderly processes
• Ability and willingness to perform a range of tasks – from scheduling on behalf of the CEO to restocking the pantry
• A commitment to diversity and inclusion. You’re always asking: “whose voice is not at the table?” You have experience working with diverse teams and successfully navigating cross-cultural communication in either local or global contexts, and you deeply value creating a workplace that is supportive of difference.

Compensation and location

The James Irvine Foundation’s compensation philosophy is reflected in its Talent Advancement. The program was created to ensure equity in staff compensation. While every staff member is
assigned a Tier based on demonstration of competencies, the Foundation looks to outcomes as criteria for advancement through the program’s Tiers.

The salary for this position is $95,000, non-negotiable, plus benefits.

The James Irvine Foundation offers an attractive benefits package; highlights include comprehensive insurance coverage, 5+ months of paid family leave for new parents, and a very generous 401(k) contribution (10%!).

This is a full-time position, Monday through Friday, and you must be already based in, or be willing to relocate to, the Bay Area. The expectation for this role will be in the office on Tuesdays, Wednesdays, and Thursdays, with Mondays and Fridays in-office only as needed.

The Application Process

The James Irvine Foundation has engaged Equitable Hiring Group to support this hiring process. To apply, please complete the short form here.

Individuals who apply by Friday, November 22, will be given priority; therefore, we encourage you to submit yours soon!

When you apply, we kindly ask you to remove your schools from your resume. There is no need to reformat your resume and leave your degree as is; simplify it to “B.A. Economics,” for example. Just remember to remove any undergraduate and graduate school name references where possible. This “bias-reduced” process is aimed at opening this opportunity to more candidates, reviewing applicants on performance assessments instead of resume proxies (e.g., where you went to school).

This evaluation process will follow practices shown to reduce bias in decision-making and may be different from other application processes you have experienced.

The overall evaluation process will look to follow this anticipated timeline:

• Late November: Select candidates will be asked to complete short answer questions
• Early December: Initial interview with Foundation staff
• Mid-Late December: Finalist candidates will be asked to complete a timed, paid, trial assignment
• Early January: Finalists will participate in a multi-team member in-person panel interview
  • Candidate references will also be checked at this step
• Mid-January: Offer extended

If you have any questions about the opportunity, please feel free to email abe@equitablehiringgroup.com.