Office & HR Assistant, Room to Read, San Francisco, CA

Office and Human Resources Assistant

Posted on: May 17, 2013
Posted by: Room to Read

DESCRIPTION

Room to Read seeks to transform the lives of millions of children in developing countries by focusing on literacy and gender equality in education. Working in collaboration with local communities, partner organizations and governments, we develop literacy skills and a habit of reading among primary school children, and support girls to complete secondary school with the relevant life skills to succeed in school and beyond.

We are non-governmental, non-religious and work with many local NGOs and community based organizations to implement our programs. We currently work in Bangladesh, Cambodia, India, Laos, Nepal, South Africa, Sri Lanka, Tanzania, Vietnam, and Zambia – countries with a desperate lack of resources to educate their children. Since our inception, Room to Read's worldwide team has impacted over 7.8 million children by constructing more than 1,600 schools, establishing over 15,000 libraries, publishing 874 new children's book titles in 27 local languages, and reaching over 20,000 girls through our Girls' Education program.

Room to Read has an annual budget of approximately US$43.7 million and our global staff numbers over 600. Our global headquarters is located in San Francisco, and we have smaller fundraising offices in Delhi, New York, Hong Kong, London, Mumbai, Sydney, and Tokyo. We have an Asia Regional Office located in New Delhi and program offices in Colombo, Dar es Salaam, Dhaka, Hanoi, Ho Chi Minh City, Kathmandu, Lusaka, New Delhi, Pretoria, Phnom Penh, and Vientiane.

POSITION OVERVIEW

Room to Read seeks a dedicated and personable Office & HR Assistant (OA) to provide administrative support to our growing, 100+ employee Global Office staff, in the US and abroad. The OA is responsible for ensuring the smooth operations of the Room to Read Global Office as well as providing administrative support to the Human Resources department. This is a fantastic entry-level position for a bright, self-motivated, well-organized individual who wants to be part of a fast-growing international non-profit. Daily tasks are predominately focused on administrative support, with occasional projects and potential opportunity for increased responsibility. The Office & HR Assistant will report to the Sr. Manager, Human Resources and is a member of the Human Resources Team.

DUTIES & RESPONSIBILITIES

General Office Management (≈60% of time):

• Serve as receptionist for the San Francisco office, which includes answering, directing, and returning phone calls regarding Room to Read inquiries
• Manage Facilities including liaising with building management, cleaning service, other outside vendors, and staff to ensure that the office is secure, clean, well maintained and appointed, and provides adequate space
• Greet and direct visitors and guests
• Collect, sort, distribute, and post incoming and outgoing mail
• Prepare customs documents and bill international and express shipping
• Manage general email inquiries to Room to Read (info@roomtoread.org)
• Monitor supply and equipment stock, determine needs, and place requests for necessary items
• Maintain relationships with outside vendors and seek new relationships that benefit our operations
• Assist in overseeing office infrastructure (workspaces, common spaces, office set up) including office expansion and/or office moves for all RtR GO offices (San Francisco, New York, Sydney, London, Hong Kong, Tokyo, Mumbai)
• Create, implement, and update office systems/procedures
• Develop, implement, and oversee an emergency plan for the office
• Assist with Office Management budget
• Administer the GO cell phone policy
• Conduct office tours for all new hires
• Take comprehensive notes at monthly All Hands team meetings
• Create and support positive team morale and office environment

HR Team Administrative Support (≈40% of time):

• Coordinate the logistics of the quarterly Global Office New Hire Orientation program (i.e., booking flights and hotel rooms, scheduling trainings)
• Coordinate and plan all team-building activities including the annual GO offsite retreat, holiday parties, birthday celebrations, staff recognition events and the annual friends & family picnic
• Maintain HR employee, payroll, recruiting and insurance files on both our shared public drive and in paper storage files to ensure organization and legal compliance
• Maintain Global Office photo yearbook
• Complete expense and credit card reports for the Chief Talent Officer
• Facilitate visits to the Global Office of employees from other offices including visa, flight, hotel and ground transportation arrangements
• Manage renewal of independent contracts when they expire
• Assist Recruiters, hiring managers, and candidates throughout the recruiting process (scheduling interviews, running background checks)
• Other duties, as assigned

QUALIFICATIONS

Required:

• Bachelor's degree
• Ability to be present, on-site at our San Francisco office (this position is not conducive to remote work)
• Meticulous attention to detail
• Exceptional organizational and multi-tasking skills – the candidate must be able to establish priorities, successfully juggle those multiple priorities and deadlines and consistently communicate progress and outcomes achieved
• Highly professional demeanor – the OA will have opportunities to interact w/both internal staff as well as external vendors, clients, funders and should therefore have mature and highly developed communication skills, both written and oral
• Self-reliance and initiative – once trained in systems and procedures, the ideal OA will operate successfully with minimal direction
• Proficiency in using the Microsoft Office suite
• Flexibility
• Ability to troubleshoot and independently solve problems as – and even before – they arise
• Ability to work independently and as part of a team
• Prior success working closely and building relationships with diverse groups of people
• Proven track record of achieving results
• Legally eligible to work in the United States; no sponsorship provided
• Ability to perform some physical labor

Preferred:

• 1-2 years' work experience in a fast-paced, growth-oriented organization
• Working or volunteering in a non-profit organization that is focused on maintaining high quality work and low overhead

To be successful as a member of the Room to Read team, you will also:

• Have a passion for our mission and a strong desire to impact an up-and-coming non-profit organization
• Be an innovative and creative thinker; you're not afraid to try something new and inspire others to do so
• Have a very high level of personal and professional integrity and trustworthiness
• Have a strong work ethic and require minimal direction
• Work well independently as well as part of a team
• Thrive in a fast-paced and fun environment

COMPENSATION

Room to Read offers a competitive salary with excellent benefits. Benefits include health, dental, vision, long-term disability insurance, commuter benefits, and a 401K match. The non-monetary compensation includes a unique opportunity to be part of an innovative, meaningful, fun, and rapidly growing organization that is changing the world through literacy and gender equality in education.

HOW TO APPLY

Please send a cover letter and resume by email, with "Office & HR Assistant" in the subject line, (no letters, calls, faxes, or drop-ins) to hiring@roomtoread.org. Due to high applicant volume you may not receive a response from Room to Read. Applications are accepted until the position is filled.

Room to Read is an equal opportunity employer committed to identifying and developing the skills and leadership of people from diverse backgrounds.