ABOUT YOU
You want to be part of an office culture that is warm, welcoming and inclusive. You are a calm problem-solver who takes ownership and follows through. You pride yourself on your attention to detail and notice the little things that help people feel welcomed and supported. You’re tech-savvy and don’t mind patiently sharing your knowledge with others. You love having the autonomy to improve systems, keep projects moving and help great ideas become reality.
ABOUT THE JOB
As one of the first people our clients, families, staff, board members, donors and community partners meet, you’ll help shape how people experience ICS. As the CEO establishes organizational priorities and the COO develops the systems and plans to support them, you’ll help bring those plans to life through outstanding hospitality, thoughtful project management and consistent follow-through.
This is a full-time, exempt position with a salary of $71,000–$75,000, depending on experience. The office is open Monday through Friday, 9am-5pm, with some schedule flexibility and the option to work from home one day per week.
BENEFITS
The value of these benefits is approximately $1,650/month for full-time employees
100% of health and dental insurance are paid for by ICS with company-sponsored plans
Able to add spouse and/or family members, paid for by employee
Life insurance policy 100% paid for by ICS
Commuter stipend up to $175/month, depending on distance of commute
$50/month cell phone reimbursement
Paid time off each year:
Vacation accrual: 7.5 to 20 days, depending on tenure
Holidays: 12 days (10 company holidays, 2 you can use at any time)
Sick time: 48 hours (paid sick leave is provided in accordance with California law, and unused sick leave is not paid out upon separation)
Bereavement and reproductive loss leave: up to 5 days for each; 3 are paid
401k and FSA plan enrollment available
Employee Assistance Program available
Mileage reimbursement for travel to work sites
DUTIES
Executive Support
Coordinate and track short- and long-term organizational projects, ensuring timelines, deliverables and follow-up items stay on track.
Coordinate meetings, calendar invites and logistics for meetings with staff and board.
Maintain the ICS Hub with current resources, meeting recordings and updates.
Attend leadership meetings and track action items.
Respond to inquiries submitted through the ICS website.
Staff Support
Answer staff questions, help solve problems and connect people with the right resources.
Coordinate benefits enrollment and serve as liaison with HR, benefits and insurance.
Lead the onboarding process for new hires and help them settle into working at ICS.
Troubleshoot staff technology questions (MS Office, Zoom, Google Drive, ICS network, time tracking software) and support with setting up apps on phones.
Coordinate job postings and hiring logistics.
Development + Community Engagement Support
Maintain donor records in Salesforce and mail donor acknowledgements.
Track donor engagement, calendar touchpoints with CEO and suggest outreach ideas.
With the guidance and support of CEO and COO, coordinate logistics for community events, board meetings, client events and staff events.
Assist with event setup, day-of coordination and post-event follow-up.
Hospitably own small details that delight staff, donors, volunteers and community.
Print, collate and send annual fundraising campaigns.
Bookkeeping Support
Act as liaison between accounting team and staff for payroll and reimbursements.
Print checks and distribute checks for payroll and reimbursements.
Ensure that employee records are up to date and files are stored and saved correctly.
Maintain records of office policies, compliance requirements and staff signatures.
Manage invoices, checks and bank deposits.
Office Management
Create and maintain a warm, welcoming and organized office for all who visit.
Take ownership of the overall office experience, ensuring spaces are clean, office supplies stocked, technology running smoothly and shared spaces organized.
Build positive relationships with clients and families, serving as a resource.
Manage communications with the landlord, vendors and service providers.
Continuously look for opportunities to improve the experience of staff and visitors.
Receptionist Supervision
Supervise and train the office receptionist.
Coach and model exceptional customer service.
Provide coverage for answering phones and managing guests as needed.
Oversee and train clerical work training participants as referrals are received.
QUALIFICATIONS
High level of fluency with Google Suite, Zoom and Microsoft Office required.
Prioritize hospitality, warmth, accessibility and professionalism in all communication.
Exceptional organizational skills and attention to detail.
Valid identification, such as Real ID, driver’s license, or passport, required. A background check will be conducted.
TO APPLY
Please submit your cover letter and resume to Keira Pelletier, COO at keira@connectics.org.