ABOUT ABI
The Anita Borg Institute for Women and Technology (ABI) in Palo Alto, California, is a nonprofit organization with the mission of increasing the impact of women on all aspects of technology, and increasing the positive impact of technology on the world’s women. Founded in 1997 by renowned computer scientist Anita Borg, ABI champions women technologists and the key roles they play in technical innovation. We are committed to developing the next generation of technical leaders, showcasing the success of technical women, and changing the culture of technology into one that welcomes and benefits from diversity. For more information about us, please visit our website, www.anitaborg.org.
JOB SUMMARY
ABI is looking for a full time, non-exempt Office Manager. This individual will ensure the smooth operation of the Institute and must be able to handle multiple tasks in a fast-paced environment. The ability to learn new skills and online tools quickly is a must.
This position will report directly to the Manager of Operations. On certain days, the option to work remotely is available and flexible hours are negotiable. The institute also provides great benefits such as generous vacation (4 weeks annually), generous holidays (14 days annually), medical and dental benefits. ABI holds a few events in the evening and attendance will be necessary. There is also a possibility of some light travel.
HOW TO APPLY
Applications are being accepted immediately through February 1, 2010. If interested, please send a cover letter explaining how you are the right person for this position, your salary requirements along with your resume to officemanagerposition@anitaborg.org with subject “Office Manager Position”. If selected for an interview, you will be notified the week of February 15th. Otherwise, due to high applicant volume you may not receive a response from ABI.
REQUIRED QUALIFICATIONS
- Minimum 3 years related work experience as an office manager or executive assistant for multiple stakeholders
- Minimum bachelor’s degree or equivalent
- Proficient in Microsoft Office tools (i.e. Outlook, Word, Excel, PowerPoint)
- Must be detail oriented and have the ability to multi-task through strong organizational and time management skills
- Strong oral and written communication skills
- Highly resourceful and willing to take initiative and ownership
- Works well in a team environment as well as independently, when necessary
- Ability to learn new skills and online tools quickly with minimal supervision
- History of dealing with high-level professionals on a regular basis
- Budget and Accounts Payable experience
- QuickBooks and SalesForce.com knowledge a plus
PRIMARY DUTIES AND RESPONSIBILITIES
Executive Assistant to CEO
a. Manage CEO’s schedule and calendar – Setup meetings and make travel arrangements.
b. Manage Board of Trustees Calendar and communications
General Staff and Office-related Support
a. Answer phones and messages, field questions and requests for information and materials about the Institute.
b. Manage and update contact information in Salesforce.com (this includes business card scanning, monitoring duplication of contacts, and newsletter status changes).
c. Add and update appropriate files on Central Desktop and network server.
d. Replenish office supplies; retrieve and send mail, handle correspondence; maintain and sort office files.
e. Interface with HP representative (Anita Borg Institute’s host) on badges, office equipment (except computers) and furniture.
f. Assist in office space planning for staff when necessary.
g. Coordinate shipping, mailings and manage postage meter.
h. Organize and maintain storage cubicles.
Events Support (Date specific throughout the year – i.e. Grace Hopper Celebration, Women of Vision, etc.)
a. Setup phone meetings to support programs.
b. Assist staff in organizing and publicizing events including sending out event announcements and/or postcards
c. Organize and track attendee lists for events; on occasion print badges. Assist in event registration when called upon.
d. Staff booths at events with volunteers as needed.
e. Create and update campaigns in Salesforce.com for all completed events.
f. Assist Program Managers with events as time permits
HR / Finance
a. Record employee vacation into Trinet system.
b. Process account payables including expense reports.
c. Process check runs.
d. Maintain financial filing system and processes.
e. Maintain and file reports for fundraising activities.