Executive Assistant And Office Manager

Employer: Village Enterprise

Industry: Nonprofit/International Development/Social Entrepreneurship

Duration: Minimum two-year commitment with an opportunity to extend

Job Location: San Carlos, CA preferred/San Francisco Bay Area/remote locations considered

Job Title: Executive Assistant and Office Manager

Job Type: Full-time, with an option of part-time

Start Date: Immediate

About the Job

Village Enterprise’s mission is to end extreme poverty through innovation and entrepreneurship. Over the years, Village Enterprise has transformed the lives of over 1.2 million people living in extreme poverty in Africa. Village Enterprise’s new strategy focuses on ‘scale and impact,’ and the organization has ambitious goals in both areas.

Village Enterprise’s Executive Assistant and Office Manager will join a passionate and dedicated team. She/he will provide critical support to our CEO as her Executive Assistant, serve as the Office Manager and Human Resources Coordinator for the U.S.- based team. The ideal candidate will be an excellent writer and communicator, extremely organized, and a meticulous planner. S/he will enjoy working individually as well as collaboratively as part of a team. At Village Enterprise a passion for our mission is a must, as is a willingness to learn, the ability to work in a fast-paced environment and think critically.

CEO Assistance (50%)

• Schedule, manage logistics and prepare meeting materials, presentations, and agendas for the CEO and Board Chair
• Schedule and manage logistics for Board and Board Committee meetings (including but not limited to the Operations, Nominating, Finance, HR and Governance, Development and Nominating Committees)
• Prepare board and committee materials in accordance with the staff leads per committee and the CEO
• Attend Board and Board Committee meetings to take minutes and distribute them prior to meetings
• Manage and communicate the CEO’s schedule and travel on a daily basis
• Track and record CEO meetings with key partners and funders in Salesforce
• Support planning and outreach for conference attendance and communications with partners
• Other duties as assigned

Human Resources (30%)

• Oversee Human Resource administration processes with the Vice President of People and Culture for US based employees including onboarding paperwork, employee medical insurance and Simple IRA plans
• Manage hiring process by posting jobs to relevant sites and assist in initial candidate interviews
• Coordinate in conjunction with hiring leads/department heads onboarding plans for new hires
• Oversee onboarding of new hires on all Human Resources policies and procedures
• Assist with the internal training process for the US team in partnership with line managers and Human Resources team
• Set up and maintain electronic files in line with compliance requirements
• Support in management of Human Resources Information System processes for the US team
• Assist in performance management processes in partnership with line managers and Vice President People and Culture

Office Management (20%)

• Complete routine office administrative tasks such as answering the phone, collecting mail, monitoring and organizing office supplies
• Maintain an inventory of office equipment and keep the US office space, furniture and storage space organized
  
• Administrate the use of Village Enterprise credit card
• Initiate and develop agendas for Executive Team meetings
• Manage info email account daily, respond and forward messages as appropriate
• Serve as Secretary for Village Enterprise Capital Connector and Village Enterprise Impact Bond
• Coordinate staff and Board travel to East Africa and to US
• Collect invoices sent via email and mail and submit for approval, work with Finance Associate to generate payment
• Print and distribute checks once they are generated in the accounting system
• Prepare and assist in the annual accounting audit with the Finance Team

Qualifications

Required

• Bachelor’s degree preferred
• Demonstrated interest or background in international development and justice issues
• Flexibility and ability to adapt as part of a rapidly-growing team in a fast-paced organization
• Superb attention to detail, sense of organization, and demonstrable skill for system and process management
• Excellent written and verbal communications skills
• Ability to work independently, as well as collaboratively across departments, cultures, and time zones
• Ability to manage multiple projects simultaneously and produce high-quality work in a deadline-driven environment
• English language proficiency
• Proficiency in Microsoft Word, PowerPoint, and Excel, and a willingness to learn additional software such as Salesforce, Box, Wrike and others
• Legal authorization to work in the US

Not Required, But A Plus

• 1-3 years of experience working as an Executive Assistant or a position with similar responsibilities
• Familiarity with Salesforce or similar donor management software
• Understanding of and experience working in global team
• Familiarity with working in a nonprofit context

To Apply

Please apply through our application portal in Bamboo HR. Your cover letter should explain why your experience and background make you the ideal candidate for this position, and should be no more than one page.

• Note: Please do not contact Village Enterprise to inquire as to the status of your application. Only shortlisted candidates will be contacted.

Deadline: Applications will be accepted on a rolling basis until the position is filled.