OPERATIONS ASSISTANT | FULL-TIME, HYBRID
The Edward Charles Foundation is a fast-paced company that operates over 250 charitable initiatives worldwide. It is seeking an Operations Assistant to join its tight-knit team. ECF operates as a business management service for charities, providing white-glove accounting services for its clients, who need attention 24/7.
This hands-on role will assist the Head of Operations with various tasks and responsibilities. This role is perfect for someone who likes to accomplish a lot in a day and is excellent at communication. You’ll be flexible in coordinating and working between projects, easily reassuring clients with questions or concerns, and facilitating staff work, all in an upbeat, positive, helpful, and responsible way. Clients are ECF’s most valued asset, and we desire to serve them in the best possible way. There will be daily staff meetings, constant email interaction, and communication by phone and Slack. This is a great position if you like being on a productive growing team, and.
What You’ll Tackle:
- Perform day-to-day tasks including, but not limited to, uploading and sending documents, communicating with clients, copying, scanning, or printing documents, taking notes, light accounting tasks such as writing checks, calendaring, scheduling calls for the CEO, helping team members, posting items on social media, assisting in onboarding client Zoom demo calls, onboarding clients on various platforms, and participating in calls with the team and clients.
- Coordinating with our partners, such as website developers, digital security firms, IT firms, outside CPAs, and bankers.
- Helping prepare for CEO review social media posts on LinkedIn and Instagram with calendaring and posting.
- Docusigning documents to be signed by the CEO and other ECF Team Members
- Preparing invites for our philanthropy panel (live and Zoom events), sending invitations, maintaining RSVP lists, confirming venues, coordinating catering/food, ensuring participants have necessary event information for attendance and call-ins, and sending follow-up emails.
- Maintaining the ECF email newsletter lists in Google Sheets. Maintaining other lists that ECF keeps, like client lists and bank account lists.
- Making sure other staff members have timely responded to client emails and requests
- Understanding Xero accounting software to run basic reports on special request basis
- Logging in to the banking platform to be able to respond to client requests on bank balances, etc.
- Preparing short donation letters to confirm with ECF Donors the amount of the donation and few other pieces of information.
- Maintaining the Google Drive and ensuring it is clean, organized, and operational in harmony with company policy.
- Assisting CEO in various matters, being on team calls with CEO and outside consultants, taking notes, accomplishing to do lists and provide daily updates to CEO.
What’s Needed to Win:
- Bachelor’s Degree
- 3+ years of administrative assistant experience
- Experience in a small, entrepreneurial environment (a strong plus)
- Proficiency with Excel and other computer office programs
- Hands-on, roll up your sleeves, positive attitude
- Excellent oral and written communication and interpersonal skills
- Highly detail-oriented and organized in work
- Ability to function like the Swiss army knife of an organization
Opportunity Details
- Office Location: Beverly Hills, CA 90212
- Work Model: Hybrid (2 days in office, 3 days WFH)
- Position: Full-time, Permanent
- Salary: $60k-$65k DOE
- Benefits: $300/mo Health Insurance stipend
Job Type: Full-time
Pay: $60,000.00 - $65,000.00 per year
Benefits:
- Health insurance
- Paid time off
Schedule:
Application Question(s):
- Are you able to reliably commute to Beverly Hills, CA, to work 9am-6pm two (2) days per week?
- Are you able to work from a dedicated home office from 9am-6pm for the remaining 3 days each week?
Education:
Experience:
- Microsoft Excel: 3 years (Required)
- Banking or Finance: 1 year (Preferred)
- Operations or Administrative: 3 years (Required)
Ability to Relocate:
- Beverly Hills, CA 90212: Relocate before starting work (Required)
Work Location: Hybrid remote in Beverly Hills, CA 90212