Rising Sun is hiring an Office and Executive Associate to join our Admin and Operations team. This position is responsible for supporting the CEO and Board of Directors as well as performing office operations and facilities management to promote a welcoming, usable, clean, and safe working environment.
This position reports directly to the Chief Financial and Operating Officer (CFOO) and supports the Chief Executive Officer and Board of Directors, and works out of Rising Sun’s Oakland office with some responsibilities related to our Stockton and Central CA offices.
Learn more about Rising Sun by going to https://risingsunopp.org/
A successful Office and Executive Associate…
-Takes pride in professionalism and quality; understands that detail matters.
-Enjoys engaging in hands-on and in-person tasks.
-Enjoys building relationships with various types of people and across career levels, including fellow staff members, Board -members, vendors, and contractors. Actively employs a customer service mindset.
-Understands systems and has an eye for operational and efficiency improvements.
-Has excellent organizational and problem-solving skills.
-Has demonstrable experience handling sensitive and confidential information with the highest degree of integrity.
-Prioritizes by distinguishing between what's urgent and what's an emergency.
-Thinks considerately about the staff's needs without simply saying yes to everything
-Can prioritize inquiries and requests, troubleshoot conflicts with little guidance, and make sound judgments and r-recommendations aligned with Rising Sun’s policies, practices, and values
-Knows how to manage up and sideways; works proactively and autonomously.
-Is passionate about Rising Sun’s mission and understands the value of propelling the mission forward through a lens of internal improvement.
-Demonstrates self-awareness in terms of understanding their own culture, identity, biases, prejudices, power, privilege, and stereotypes.
-Demonstrates willingness to challenge and change institutional practices that present barriers to different groups.
The Office and Executive Associate is responsible for…
Office Operations & Facility Management (75%)
-Coordinate and oversee routine inspections, repairs, and maintenance activities of all facilities.
-Collaborate with program staff and other operations staff to ensure facility needs are met in our HQ building, Stockton office, and any future facilities.
-Optimize space utilization and recommend improvements to enhance productivity, cost-effectiveness, usability, and welcomeness/belonging.
-Develop and implement preventive maintenance programs to ensure the ongoing functionality of all facilities.
-Monitor vendor performance and resolve any issues or disputes.
-Conduct regular inspections to identify and address any maintenance or safety issues promptly.
-Ensure facilities bills are paid on time for all facilities.
-Anticipate and forecast building and building system needs; plan and implement system improvements and upgrades as appropriate
-Monitor the safety and cleanliness of interior and exterior areas, such as offices, conference rooms, parking lots and surrounding spaces; coordinate with 3rd party cleaners.
-Create operational systems for maximum organizational efficiency and clear communication.
-Manage key fob and physical key systems.
-Ensure proper security measures for the workplace, including collaborating with security system vendors or other security professionals.
-Manage and oversee organizational systems for office equipment.
-Manage the procurement and inventory of necessary supplies, materials, and equipment for maintenance and repairs for all facilities.
-Organize the Sustainability Committee to identify, research, and implement org-wide sustainability and resilience projects
-Support in updating and implementation of Emergency Plan.
-Respond to office emergencies outside of regular business hours as needed with support from team.
-Provide basic IT support and work with IT vendors to help troubleshoot issues.
-Additional responsibilities as required
Executive Support (15%)
Conduct research and analysis on issues of interest to the CEO and/or Director Team
Manage conference scheduling and travel logistics for the CEO as needed
Build CEO’s monthly Expensify reports for review and approval
Support complex calendaring with external parties (particularly meetings with multiple attendees, offsite meetings, meetings outside of Calendly, etc.)
Enter CEO contacts into Salesforce
Schedule Director Team (ad-hoc and recurring) meetings
Schedule All-Staff Meetings, assign roles, send reminders, secure locations/AV
Additional responsibilities as required
Board of Directors and Advisory Council Liaison (10%)
Schedule Board and Board Committee meetings; set up office and/or AV for Board and Board Committee meetings
Order and set up food/drinks for Board meetings
Provide administrative and operational support for the annual Board retreat (location, food, supplies, etc.) and any Board trainings
Maintain and update Board member contacts, contracts, compliance, meeting materials, Google folders, and other documentation systems in consultation with the CEO
Track annual Board commitments for each member in collaboration with the CEO and the Development team
Support with Board recruitment, orientation, and onboarding by scheduling meetings, sharing documentation, requesting information, etc.
Prepare and distribute agendas and Board packets ahead of meetings in coordination with the Board Chair and CEO; prepare and distribute agendas for Board Committee meetings in coordination with assigned staff and Committee Chairs.
Record meeting minutes on behalf of the Board Secretary; record notes at Board Committee meetings.
Provide support for Board-specific areas of the Strategic Plan.
Support CEO in communicating with the Board, Board Committees, and Advisory Council.
Maintaining discretion and confidentiality surrounding Board activity.
Additional responsibilities as required
To be considered for this position you must have…
-Two years of related work experience
-Have a car, valid driver’s license, and insurance.
-Be able to work in person up to 5 days per week from our Oakland HQ office
-Residency in California (preferably in the Bay Area) or the ability to move; ability to travel to our office in Oakland daily and to our Stockton office or other facilities as required or requested
-Strong interpersonal skills with the ability to take initiative, multi-task, be a team player, be flexible, and adapt to shifting priorities
-Excellent communication skills, both verbal and written
-Demonstrated writing and analytical skills
-Excellent organizational skills, commitment to accuracy and attention to detail
-Good working knowledge of all Microsoft Office applications and Google Suite
-Sufficient tech savviness to troubleshoot common computer and IT issues
-Ability to manage up and sideways
-Ability to handle sensitive and confidential situations with discretion
-Ability to respond to office emergencies outside of regular business hours.
-Adhere to all Rising Sun policies, including the Mandatory COVID-19 Vaccine Policy for Employees and Board of Directors
-Provide proof of COVID-19 primary series vaccinations by the start date of your employment, please refer to the CDC website if you are unsure of your status
-Rising Sun will consider accommodations for disability, medical and/or religious reasons only. For more information on COVID-19 vaccinations, visit the CDC website.
It’s a big plus if you have…
-Handywork skills: Able to complete simple building repairs without outside help
-Familiarity with non-profit sector
-Experience working with organizational leadership and/or Boards of Directors
-A network of tradespeople to build Rising Sun’s vendor list
-Familiarity with and passion for environmental and sustainability practices
-Bilingual
About Rising Sun
We’re deeply rooted at the intersection of equity, climate, and good, sustainable careers.
In 1994, Rising Sun Center for Opportunity began as Rising Sun Energy Center in Santa Cruz, California. Much has changed as we’ve adapted and innovated to respond to the needs of our participants and communities, but today, we remain rooted in our origins, preparing people throughout the Bay Area and Central California who have been locked out of prosperity for good jobs and green pathways that offer economic equity and mobility while building a climate-resilient future for all.
Learn more about who we are
About our culture…
We are mission-driven and work hard because we care about what we do. We are deeply committed to equity, inclusion, and antiracism, and are actively advancing on that journey, though we know the work is never done. We like working with each other and we like to make work fun. We’re into continuous improvement, learning, transparency, and tough conversations. We practice appreciation and start each meeting with a team-builder, and it’s not uncommon for staff to bring snacks to share that tell a story about who they are and where they come from. When we’re at the office, there’s usually at least one dog hanging around. We put people first, especially our program participants. We like to promote from within and build each other up, but we also like to bring in new ideas and different perspectives. We’re looking forward to meeting you and hearing about how you can contribute to making Rising Sun a great place to have an impact.
You might also be wondering about pay and benefits
This is a permanent, full-time, exempt, salaried, and benefited position with an annual salary range of $70,610-$74,150 commensurate with experience. Rising Sun offers a competitive benefits package that includes:
-100% coverage of Medical, Vision, Dental insurance for employees, 50% coverage for dependents
-403b contribution option and 3% matching employer contribution after first year
-$100,000 Life Insurance Policy
-17 PTO days/year (increases each year until year 10)
-18 Holidays/year (includes 2 floating holidays and a week of closure during winter)
-4 Restorative days/year
-Birthday off
-Hybrid Remote work options - dependent on position
-Monthly internet and phone reimbursement, totaling $100
-40% pay from Rising Sun for 12 weeks of parental leave to supplement California's state disability leave and paid family leave payments
-2 months of paid sabbatical after year 7
-Annual professional development budget
-Financial advising through Stonebridge Financial Group
-Access to mental health services and resources through SpringHealth
Rising Sun is an Equal Opportunity Employer
Rising Sun is committed to diversity and considers all applicants for all positions without regard to color, ethnic background, religion, sex, gender, sexual orientation, national origin, age, and disability status. Equal Opportunity Employer/Affirmative Action; women and individuals who are Black, indigenous, and/or people of color are encouraged to apply.