Operations Assistant

ABOUT ORANGE COUNTY COMMUNITY FOUNDATION:

The Orange County Community Foundation combines giving strategy, community intelligence, enduring relationships, and heartfelt intention to amplify the power of giving and its profound result: greater good in Orange County, and beyond. We serve as a resource for individual and family philanthropists, facilitate grant and scholarship programs, and lead community-based initiatives. We inspire giving and connect people and resources to create sustainable impact, granting more than $1 billion since 1989 in Orange County, across the country, and around the world. OCCF’s team is an innovative, mission-driven group focused on recognizing promise, convening key players, and applying our unique capabilities to create momentum for good, together. As trusted strategic advisors, we promote stronger connections, encourage generosity, and provide exactly what is needed to fuel growth and guide good. We are tenaciously committed to ensuring that our donors, nonprofit partners, and beneficiaries feel truly understood. Deeply listening, investing time and energy conducting rigorous research, and fostering close personal relationships is how we cultivate understanding at every step. Our mission is to transform our community’s heartfelt intention into greater impact for good.

Overview of Position

Reporting directly to the Operations Manager, this is a full-time Operations Assistant position that supports day-to-day operations of OCCF by greeting all lobby guests, answering and distributing calls, and completing general office duties such as preparing documents, scheduling appointments, coordinating meetings, creating reports, and processing invoices, assisting with office tasks, and facilities support. The Operations Assistant position also supports the day-to-day operations of OCCF by performing a variety of tasks that require communication, organization, and attention to detail. In addition, this position manages the Chief Operating Officer’s calendar.

OCCF’s Operations Assistant should have strong organizational and multitasking skills, as well as excellent written and verbal communication skills. They should also be able to work with sensitive information and maintain confidentiality as required.

Main Duties and Responsibilities

Operations Support

• Answer calls effectively on the main line, interoffice call, and rollovers from direct calls to OCCF’s staff. Screen calls, forward calls and/or record and forward messages.
• Obtain general knowledge of Salesforce to assist in forwarding calls.
• Welcome all guests with genuine, and friendly enthusiasm over the phone and in-person, communicate clearly and concisely by adapting your style to suit the guest by problem solving, excellent phone skills, and provide welcoming, professional interactions.
• Always ensure coverage of front desk. Coordinate lunch and breaks with designated back-up or others as necessary.
• Maintain accurate, up-to-date records of all changes within the offices, phone extensions, and phone lists, etc.
• Publish daily staff communication that includes staff out-of-office and in-office meetings.
• Manage the conference room reservations for staff. Monitor reservations, catering needs and assist with catering requests and bookings as needed.
• Maintain the lobby information screen, including a welcome message for guests that will be in our suite.
• Active member of the Business Continuity Team.
• Support process documentation as it relates to the Operations and Business Continuity Teams.
• Validate parking for guests.
• Submit requests to the Parking Company for monthly allotment and purchases when needed.
• Pick up and distribute mail and other deliveries to staff.
• Review the OCCF info email and forward to appropriate teams for further action or follow-up.
• Maintain log of checks received and forward checks and backup to the Finance Department.
• Assist with saving and retrieving contribution acknowledgement letters in Salesforce.
• Perform other clerical or administrative duties for other departments on an as needed basis.

Facilities Support

• Assist in the coordination of office space, including office moves, and maintain an organized and well-stocked office environment.
• Assist in coordinating repairs and maintenance.
• Conduct monthly inspections to ensure compliance with health and safety regulations
• Other related duties as assigned.

Meeting Coordination

• Meeting logistics, including scheduling, venue reservation, participant invitations, agenda and materials preparation, coordinating with speakers/presenters, as well as setup/cleanup, catering (as needed), and follow-up on action items for meetings, such as:
• Chief Operating Officer Calendar
• Business Continuity Planning
• All Hands Meetings and Staff Retreats
• Employee Engagement Team Meetings and Employee Recognition Events
• IT Meetings, including Daily IT Scrum, Sprint Review and Sprint Planning

Compensation & Benefits

The ability to work for an organization with a phenomenal mission and a positive team-oriented work environment, the anticipated pay rate: $28.37/hour (Non-Exempt status) as well as incredible benefits including Medical, Dental & Vision, 403(b) retirement plan with an automatic contribution by the organization, 2 weeks of vacation, 2 weeks of PSL, 10 annual paid holidays.

Review of applications, nominations, and expressions of interest will begin immediately and continue on a confidential basis until an appointment is made. The deadline to apply is June 16, 2025. However, the position may close when an adequate number of qualified applications are received.

Orange County Community Foundation provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

Minimum Qualifications

Education

• An Associate's Degree and 2 years of relevant work experience
• Bachelor’s degree preferred.

Experience

• A minimum of two years in a professional setting as a front office and/or administrative assistant.
• Individuals who are highly dependable and punctual.
• Well organized with attention to detail.
• Individuals with a passion for delivering a high quality of customer service. Ability to establish and maintain a positive and professional relationship with coworkers, donors, and visitors.
• Individuals who demonstrate professional etiquette with excellent verbal and written communication skills.
• Ability to work both independently and collaboratively as part of a team.
• Flexibility in responding courteously to immediate needs of visitors and callers.
• Ability to establish priorities and maintain productivity despite numerous interruptions.
• Flexibility to assume other job responsibilities as necessary.
• Ability to properly handle sensitive and confidential information.
• Positive and high energy attitude.
• Proficient knowledge of Microsoft Office (Word, Excel, PowerPoint, Outlook).
• Proficient knowledge of Salesforce and Microsoft Teams a plus.
• Ability to sit or stand for extended periods.