Executive Assistant and Operations Coordinator

Job Title: Executive Assistant and Operations Coordinator
Department: Operations
Reports to: Chief Executive Officer
Salary Range: $65,000-$70,000
Location: San Francisco/Groveland

About Tawonga

Tawonga’s mission is to provide educational and recreational programs for children, adults and families that foster self-esteem, lifelong friendships and community, connections with nature, commitment to justice, and positive Jewish identity and spirituality. We run programs at our residential campsite next to Yosemite National Park and in the Bay Area, serving over 5,000 people a year.

About Camp Tawonga’s Culture

At Camp Tawonga, we are a caring, collaborative, joyous group of professionals who take great pride in fulfilling our mission and having fun while doing it. We have deep respect for our community, the children and the families who participate in our programs; for nature and the physical world; and for the Jewish value of “tikkun olam” – repairing the world. Our team has taken many different paths to arrive at Tawonga, from growing up as campers at Camp to being brand new to working at a summer camp or even a nonprofit. We are a Jewish organization, and we welcome and are inclusive of all staff and community members, Jewish and non-Jewish alike. We are committed to JEDI (justice, equity, diversity and inclusion) and the ongoing reflection, learning and action required to be aligned with these values and create and sustain a race equity culture.

Equal Opportunity Employer

Camp Tawonga is an Equal Opportunity Employer, values diversity and is committed to being an equitable and inclusive environment for all employees. We are committed to building a team that represents a variety of backgrounds, perspectives and skills, and to hiring people of color, LGBTQ+ individuals and women. All employment is decided on the basis of qualifications, merit and organizational need.

Job Purpose and Description

The Executive Assistant and Operations Coordinator ensures the smooth day-to-day operations of Camp Tawonga by supporting the CEO and other key leadership positions, providing excellent customer service to families, managing the San Francisco office, and serving as a liaison to the board of directors.

Essential Duties and Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Support Chief Executive Officer (CEO) and Chief Operations Officer (COO)

Provide high level operational and administrative support to CEO and COO as needed
Serve as key liaison between CEO/COO and key internal and external partners, clients, institutions and other stakeholders, providing excellent communication and customer service.
Responsible for meticulous calendar management, including planning meetings, coordinating recurring check-ins and communicating with multiple parties to schedule events.
Complete invoicing, expense reports, reimbursements and travel arrangements for individuals and groups.
Assist in the management of organizational budgets.
Manage Tawonga’s and CEO’s social media platforms with Communication Director (Twitter, Facebook, LinkedIn)
In collaboration with the Development Director, support the CEO’s cultivation and stewardship of donors including but not limited to drafting regular correspondence and emails and planning events and meetings.
Conduct, analyze, and synthesize research (for example comparing potential vendors, venues, or products); present findings to CEO/COO and generate recommendations as appropriate
Serve as primary liaison with insurance broker and provide requested information, as necessary, to ensure compliance

Serve as Liaison to Board of Directors

Oversee board and committee calendars, plan and execute meeting and retreat logistics, manage board communications
Record minutes during meetings and distribute them to board members post-meeting.
Event plan retreats (2x/year), dinners and support fundraising events.

Customer Service

Manage info@tawonga.org and phone line, providing excellent customer service

HR and Operations Support

Serve as lead office manager in SF
Maintain general office functions and space, including organization, liasing with external vendors and building management, technology system oversight, office supply inventory and ordering
Oversee and run staff meetings
Serve on a team to support staff morale, including event planning (birthday’s, baby showers, etc)
Support technology both in the Bay Area office and the at Camp office; serve as primary IT troubleshooter and interface with external IT vendor
Serve as a member of the Admin Team
Support agency’s technology in the Groveland office, including upgrades, management and planning for the summer.
Support family camp logistics
Support Ruach Ride (summer camp bus pick-up and drop-off).
Support large-volume mailings and packet compilations and filing
Software oversight including Google admin and Zoom phones, among others
Assist with additional general office tasks as needed.

Professional Development

Research and participate in relevant, ongoing, continuous professional development as it pertains to the role and/or business needs (e.g., training materials, coursework, webinars, etc.)

Training, Experience, Skills, and Qualities

Required

Excellent verbal and written communication skills in English
Excellent interpersonal and customer service skills
Highly organized and attentive to detail
Ability to troubleshoot basic tech issues and train other staff on low-level IT skills/systems
Comfortable learning new technical/computer skills as they arise
Excellent time management skills
Ability to see projects through to completion within set deadlines; proven track record of excellent follow-through and accountability
Ability to prioritize tasks and execute multiple projects simultaneously
Proficient in Microsoft Office, including Word, Excel, Powerpoint; Google Suite including Gmail, Drive, Docs, Sheets, Forms
Ability to create social media posts
Commitment to equity, inclusion and social justice and interest in continued learning, reflection and professional development in this area as our organization deepens our commitment to this work.

Preferred

Enthusiasm for Tawonga’s mission
Self starter and ability to work independently
Flexible and able to meet changing work needs and demands
At least two years of experience working in an office environment
At least one year of prior administrative experience as Executive Assistant and/or Office Manager
Positive, can-do attitude – solution oriented
Experience with Canva, Photoshop and Lightroom

Supervision

This position reports directly to the Chief Executive Officer

Software

This position will heavily use the following types of software:

Microsoft Office/Google Suite
Gmail and Google Calendar
CampMinder (camper/family database)
Divvy (credit card)
Expensify (expense tracking system)
Zoom and Zoom Phones

Physical Demands

The physical demands listed below are representative of those that must be met by an employee to successfully perform the essential function of this job. Reasonable accommodations will be made that enable people with disabilities to perform the essential functions:

Typing, writing, reading, hearing, and speaking
Use of hands and fingers to operate office equipment, especially a computer
Standing, walking, kneeling, and frequent sitting with some lifting up to 30 pounds

Worksite

This role is a flexible/hybrid position. Camp Tawonga will provide a company laptop, mouse, keyboard, and reasonable accommodations as needed to ensure the employee can work from home.
Tawonga’s year round team currently works mostly remotely with a few days in the SF office per month and frequent trips to our Groveland site

Work Environment

Noise level is moderate

Special Requirements

Willingness to work on evenings, weekends and holidays as needed

Normal Working Hours

During the off-season, hours are flexible while completing tasks associated with job description, and while meeting deadlines; normal office hours are 9 a.m. until 5 p.m.
During the summer, share coverage for parent communication after hours with other San Francisco-based staff according to a pre-assigned rotation.
When at Camp for programs, the camp programmatic day runs from 8 a.m. until 10 p.m., and sometimes longer

Other Duties

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties and/or responsibilities that are required of the employee for this job. Job duties, responsibilities and activities may change at any time with or without notice based on the needs of Camp Tawonga.

Compensation and Benefits

This is a full-time, exempt, year-round, and benefited position. The pay range for this position is $65,000 to $70,000. Camp Tawonga offers a competitive compensation package which includes medical, dental, life insurance, retirement with company match and contribution, and paid sick and vacation leave.

To Apply

To ensure consideration, please submit a resume and cover letter explaining your qualifications for and interest in the position. Send applications to kevin@tawonga.org with, “Executive Assistant and Operations Coordinator”, in the subject line. Applications will be accepted on a rolling basis, and Tawonga is seeking to hire for this position as soon as possible.