Senior Administrative Assistant & Office Coordinator

The Opportunity

We are searching for a collaborative, experienced and mission-oriented Sr. Administrative Assistant & Office Coordinator to join our team. This individual will be based in Washington, D.C. In this role, the Sr. Administrative Assistant & Office Coordinator will provide direct support to multiple members of our leadership team and act as the office coordinator for our Washington, D.C. office. This position is an excellent opportunity to hone your administrative skills and gain significant experience in a growing organization within the nonprofit space.

Responsibilities may include, but are not limited to:

Administrative Support (65%, under the Director, Administration & Offices)

• Provide administrative support to assigned Leadership team members (this position will support 3-4 Leadership Team members)
• Manage complex calendars and schedules; proactively identify and address travel and scheduling conflicts; ensure managers are prepared for meetings by gathering materials and briefing them as appropriate
• Build and maintain monthly expense reports
• Research and book complex travel itineraries; be on call to handle last-minute rearrangements in travel as necessary
• Support particular business or operational functions as relevant to the Leadership team members you support (e.g., if supporting a member of the legal team, become a master of Docusign and contract management)
• Once primary administrative support is achieved, grow portfolio to provide project-level and/or business unit support as needed; examples of former administrative assistants’ work in this area include coordinating distribution of materials to investors and performing secondary research on potential service providers, funders, and investors

Office Coordination (30%, under the Director, Administration & Offices and in partnership with Washington, D.C. Office Head)

• Manage building access for visitors and deliveries; ensure proper following of visitor security and safety protocols
• Closely and accurately manage distribution, tracking and collection of keys/access cards in partnership with building management and Washington, D.C. Office Head.
• Communicate with building management as needed (e.g., in the event of poor cleanliness or HVAC system issues), as well as with relevant internal staff (e.g., with HR team and office head to ensure office closures or interruptions are appropriately communicated)
• Manage office supplies and snacks; take routine inventory to inform one-time purchases and recurring orders
• Manage all physical space, including accurately maintaining local-staff list and seating chart (flag for Director, Administration & Offices when additional seating may be needed); manage conference room and phone booth space for staff and visitors; ensure certain meetings are properly set up
• Be in the office at least 3 days per week
• Ensure lunch is provided to staff in the Washington, D.C. office 2x per month
• Be a chief navigator and problem solver with office technology (Wi-Fi, phones, TVs, printers, docking stations, etc); partner with Boston-based IT team and local vendors to make active IT improvements and assist staff as needed
• Support planning and execution of team building and special events (both coordinating local events and virtual opportunities in partnership with Boston-based administrative staff)
• In partnership with the Talent team and Director, Administration & Offices, serve as on-site coordinator for all office-based safety and emergency procedures (e.g., COVID-19 compliance efforts, emergency evacuation protocols, office closures, etc.)
• Coordinate with IT and HR teams to support physical set-up for new employees and provide office tours to familiarize employees with the office space and AV systems.
• Routinely check in with the Director, Administration & Offices and Boston Office Coordinator to share best practices and ensure similar supplies, snacks, etc. are offered in Washington, D.C. office
• Take inventory and support restocking as relevant; conduct “projects” to ensure smooth office operations (e.g., re-organize supplies, organize and implement refrigerator clean-out, confirm and improve IT set-up)

Other (5%, under the Director, Administration & Offices)

• Administrative team responsibilities
• Contribute to broader administrative, operations, and IT duties as relevant (e.g., support firmwide event logistics, act as the first line of troubleshooting for office technology)
• Provide back-up support to fellow members of the administrative team, as needed

Qualifications

We seek a highly motivated candidate who is committed to developing their administrative skillset while fulfilling our firm’s mission and vision.

• 2+ years’ administrative experience; experience with office coordinator/manager responsibilities is a plus
• Comfortable working independently as well as part of a team
• Skilled at managing relationships across time zones and organizational levels
• Excellent written and verbal communication skills
• Proficiency with Microsoft Office and Google Suite
• Interest in and ability to adopt new technologies and platforms with ease
• Strong customer service skills and comfort in a client-facing role
• Demonstrated ability to prioritize tasks and meet deadlines 
• Strong flexibility and commitment to growth; excited to respond to the changing needs of managers and the broader needs of the organization
• Ability to stay organized, produce results quickly, and remain poised under pressure
• Ability to anticipate and proactively address the needs of leadership and Social Finance
• Commitment to enhancing a team culture of inclusion, belonging and equity
• Experience in or with the systems we seek to impact a plus

Benefits

At Social Finance, we strive to deliver a benefits program that will enhance our overall value proposition to employees. Our current benefit offerings include:

• Comprehensive health care coverage: medical, dental and vision insurance; flexible spending accounts; Employee Healthy Actions programs and more
• Retirement savings plan with employer contribution
• Short-term, long-term and life insurance policies
• Commuter benefits and cell phone reimbursements
• Hybrid work model (in office three days per week, work from home two days per week and on an ad-hoc basis as needed)
• Dedicated budgets for team building and employee recognition
• Annual budget for external professional development opportunities
• Mentorship and onboarding programs
• Collaborative and energizing workspaces in downtown Boston, San Francisco, Austin and Washington, D.C.; establishing office in NYC in late 2022
• Paid vacation and paid holidays (with 12/24-1/1 off every year)
• Paid parental leave
• A truly stellar team of high performing, values-driven and fun (!) professionals

Salary

Social Finance uses a lockstep compensation model for purposes of equity and transparency - we strive for everyone coming in at a given level to be paid equitably. For this position, at the Senior Administrative Assistant level, the starting base salary is $65,000; however, during the interview process, we will take into account a candidate's full work experience and may adjust the job title, and commensurate starting salary, as appropriate. At this level, employees receive an automatic $2,500 adjustment annually and a bonus of 5-10%.