Why Join Winter?
We are a small and growing Bay Area consulting firm looking for an Administrative Assistant to join our team. This is an opportunity to start at the “ground level,” take a central seat as we develop our internal culture, and grow with the company. We put people first in transportation planning, housing policy, COVID recovery, and climate resilience, and our projects commonly center around community engagement to assist public agencies in getting community input on upcoming plans and projects. Many of these projects focus on integrating voices and feedback from historically underrepresented communities, so if you are passionate about supporting a diverse staff focused on racial and social equity and have an interest in honing your administrative and organizational skills, we’d like to get to know you and explore this opportunity further. Black, Indigenous, and People of Color are encouraged to apply.
The following sections detail the key values and responsibilities that are expected of an Administrative Assistant at Winter Consulting. These values, responsibilities, and skills will be used during annual staff review periods.
Key Responsibilities
Administrative
- Manage and assign tasks to staff using ClickUp software
- Maintain Admin Google Drive
- Create templates (monthly) for semi-weekly internal team meetings
- Save physical documents in filing cabinet
Inventory Management
- Manage the firm’s inventory supply system
- Organize and restock supplies at the office and the nearby storage unit
- Track supplies project team members check out and help organize supplies back into storage unit after project-related events (automobile required)
- Label and track inventory supplies between the office and nearby storage unit
- Research and order office supplies
- Research and order tabling supplies for project-related events
Financial
- Work closely with project managers on approving monthly expense reports for projects and staff reimbursement
- Distribute staff reimbursement checks
- Prepare and mail checks to partners
- Ensure all partner expenses are attached to invoices sent to prime consultants and clients
- Expense CEO’s mileage, receipts, and other expenses using BigTime Software
Coordinating with Vendors and Professional Services
- Responsible for contacting telephone and internet service providers to troubleshoot service issues
- Responsible for scheduling maintenance services using Taskrabbit
Additional responsibilities assigned as needed.
Required Skills/Experience
- 2+ years professional or academic experience in administration, organizational positions, or similar. This position does not require a formal college degree as lived experience can be just as relevant.
- Communication Skills - Excellent written and verbal communication skills.
- Professionalism - Ability to be patient and respectful when working with colleagues.
- Time Management - Ability to ensure timely execution of day-to-day responsibilities for the overall completion of tasks.
- Software - Proficiency in Microsoft Office (Word, Excel). Google Docs, Sheets, Drive. Additional software experience is a plus.
How to apply
Since strong written communication skills are important for this position, we are asking candidates to provide a writing sample in addition to a cover letter and resume. We are leaving the requirement very open: Examples could include an email, a blog, course paper, material developed at a previous job, or any sample you believe fairly demonstrates your writing. Please send your resume, a cover letter, and a writing sample (all in pdf format) to [email protected].
As an Equal Employment Opportunity firm who believes in affirmative action, Winter Consulting is committed to building a team that represents a variety of backgrounds, perspectives, and skills. We celebrate diversity and do not discriminate based on race, ethnicity, national origin, religion, sex, sexual orientation, age, veteran status, disability status, or any other applicable characteristics protected by law.
About Winter Consulting
We are a small but growing consulting firm specializing in Bay Area community outreach and stakeholder engagement. We are an equal opportunity, woman-owned business that is intentionally diverse in lived experience. Our team works a hybrid in-office/remote schedule, collaborating through video conference, Google Drive, and chat throughout the days we are not in the office. We value a closely knit, strongly collaborative work culture and care about the personal and professional growth of our employees; as our firm grows, we hope you will continue growing with us.
We engage a diverse range of stakeholders—from city and transit agency staff and elected officials to community leaders, business representatives, and all walks of life from the general public.
Key Values
- A passionate “Can Do” attitude
- Ability to adapt to client and stakeholder goals
- Integrity, ethics, honesty
- Commitment to equity-driven practices
- Teamwork, respect, communication, and trust
- Accountability and dependability
- Unconventional thinking: innovation & adaptability
- Turn new ideas into reality: taking initiative and following through
- Resiliency: honing coping skills and keeping a positive attitude
- Constant improvement
- Hard work and dedication
- A desire to improve people’s lives