Office Manager and Special Assistant

Position : Office Manager and Special Assistant

Location : Washington, DC

Read on to find out what you will need to succeed in this position, including skills, qualifications, and experience.

Job Id : AM-05

of Openings : 1

Office Manager and Special Assistant (On-site in Washington, DC)

We are looking for a doer and a jack or jane of all trades who will serve as the backbone of Arabella’s Washington, DC office.

We seek a detail-oriented, organized, resourceful, and customer-focused individual with experience in office management, workplace services, executive administrative support, and / or project management.

A vital member of the Operations team, the Office Manager and Special Assistant will play an important role in supporting Arabella’s hybrid workplace strategy, which includes a mix of staff working in offices and from home.

In this role, you will foster a welcoming and efficient work environment by managing the day-to-day operations of the office.

You will provide administrative support to DC-based executive leadership, for example, the firm’s General Counsel. You will also play a lead role in helping your colleagues live closely to Arabella’s values through culture activities you design and implement.

We are looking for individuals that enjoy face-to-face interactions throughout their day, enjoy bringing people together, can adapt when plans change, and believe no task is too small.

This is an excellent opportunity for someone interested in learning more about operations, philanthropy, and the social enterprise sector.

Office and Facilities Management (50%)

• Serve as front desk receptionist and office manager by welcoming guests, directing phone calls, receiving and distributing mail, maintaining security system and protocols, and answering staff questions regarding office processes and facilities policies.
• Coordinate use of facilities to support operations in a hybrid work environment by maintaining flexible space and seating and assisting staff who work both from the office and from home.
• Oversee procurement of office supplies and lead the selection and supervision of vendors for facilities maintenance.
• Liaise with building management and external vendors to address facilities projects and issues.
• Assist with coordination and logistics for client meetings, executive events, firm leadership meetings, and firm-wide meetings and retreats as necessary.
• Serve as first point of contact for subtenants who lease space in Arabella’s office, providing assistance as needed with facilities issues.

Executive Support (20%)

• Provide comprehensive administrative support to Arabella’s Executive team and General Counsel.
• Act as a liaison and manage communication between the executives and other stakeholders; act as an extension to the executive team when needed.
• Handle a high volume of requests for meetings, appointments, and scheduling.
• Manage complex calendars while coordinating travel arrangements and arranging out-of-town meetings for various purposes.
• Compile and process expense reports, reimbursements, and timesheets.
• Manage logistics for internal and external meetings / events and speaking engagements.
• Collaborate with other members of Operations Team and Executive Operations to plan and execute firm-wide events and activities.

Firm Culture (20%)

• Plan and execute social events, team-building activities, and firmwide culture events throughout the year, leading budget management and vendor selection and coordination.
• Manage calendar for internal events and staff recognition days.

Special Initiatives (10%)

• Contribute to and lead components of firm-wide Operations team projects such as knowledge management initiatives, the procurement and administration of a travel management platform, alignment with B Corp certification standards, and evaluations of vendors’ alignment with Arabella’s Equity and Belonging commitment and values.
• Manage additional projects as assigned.

To Be Successful in This Role, You’ll Need :

• 3-4 years of professional experience.
• Ability to work onsite from Arabella’s Washington, DC office five days per week.
• Outstanding organizational skills and strong attention to detail.
• Exceptional interpersonal skills such as tact and diplomacy; ability to proactively and independently address routine service matters, to suggest effective solutions when elevating challenges or concerns, and to understand how the team can operate to maintain high-quality service.
• Proficiency in Microsoft Outlook, Word, Excel, and PowerPoint, and comfort with technology.
• The ability to communicate clearly, concisely, and professionally verbally and in writing, including the ability to adapt style, tone, and content to various audiences;

and to collaborate with others to produce strong written deliverables.

• Ability to manage multiple projects simultaneously in a fast-paced environment and understand how those projects impact the office, team, and / or firm’s objectives.
• The ability to understand stakeholders’ perspectives and circumstances, and to build and manage strong relationships that reflect that understanding.
• The ability to work cooperatively and inclusively with others to achieve shared goals, including knowing when and how to compromise, being willing to proactively help colleagues, and sharing knowledge in various mediums.
• An enthusiasm for taking on stretch and development opportunities, including the ability to accept feedback and use it to improve performance.
• Demonstrated ability to bring an understanding of how privilege and marginalization affect interactions and work with others.

Other Preferred Knowledge, Skills, and Experience :

• Prior work in an office management role and / or demonstrated experience anticipating the needs of a senior leader and planning time and materials appropriately.
• Experience working with vendors and contract development.
• Experience with SharePoint.
• Event planning experience and an interest in creating inclusive and engaging programming.
• A light-hearted and flexible approach to work.

Working with Us

This position is on-site and based in Washington, DC.

We reopened our offices in Summer of 2022 and work with a hybrid workplace strategy to ensure continued flexibility for our staff, while deepening our strong culture rooted in collaboration and in-person interactions between colleagues.

We expect that after their initial onboarding, all Arabellans will have the choice of two hybrid schedules. Our hybrid schedule options include Flex, with 1-2 days per week in the office, or Office-based, with 3+ days per week in the office (or more if preferred) and the remaining days working at home / remotely.

We will make reasonable accommodations under the guidelines of the Americans With Disabilities Act.

We are committed to having a passion-driven, inclusive, transparent, collaborative, healthy, and fun culture. We invite you to visit our careers page to learn more.

Arabella Advisors helps foundations, philanthropists and investors who are serious about impact achieve the greatest good with their resources.

We work on issues ranging from the social and economic advancement of women and girls, and conservation of our climate and planet, to reducing poverty and inequity in the United States and around the world.

Our staff members are mission-driven and action-oriented, and have a unique combination of experience in philanthropy, business, nonprofits, government, finance, law, and other fields.

We combine creative, strategic thinking with knowledge and networks developed through decades of hands-on experience. The fastest-growing philanthropic advisory firm in the nation, Arabella is also a certified B Corporation.

Our Commitment to Diversity, Equity, and Inclusion (DEI)

Advancing DEI within our firm and in our work with partners is critical to our mission. To be effective partners to philanthropists, nonprofits, and communities impacted by philanthropic dollars, we need to have a highly diverse staff, a workplace where individuals are encouraged to retain their uniqueness and can feel a sense of belonging, and a nuanced understanding of the racial, ethnic, gender identity, sexual orientation, disability status, and other disparities that undergird the issues we engage in and the interactions we have with one another.

For us, equity means that our staff members, our clients, and the people they serve can experience the same level of success, no matter their starting place.

We expect all our employees to share this commitment, and always seek ways to improve how well we live these values. Click here to learn more about DEI at Arabella and read our official DEI statement.

Total Rewards (compensation and benefits)

This is a full-time position. We offer a competitive and holistic total rewards package that includes salary, bonus, and benefits.

Our compensation ranges are based on salary ranges for similar sized organizations in the professional services sector and adjusted for local labor market rates and differentiated by geography.

Annual Pay Range for This Position :

DC : $57,000 - $64,000

All full-time staff are eligible for our generous benefits package on their first day of employment :

• Health insurance- On average Arabella pays 86% of the medical premium, 80% of the dental premium, and 100% of the vision premium.
• Paid time off- 16 days’ vacation, 10 personal days, 11 company holidays (7 federal and 4 more from a list of inclusive cultural and religious holidays and your birthday), 20 hours volunteer leave, 8 weeks parental leave.
• 401(k) retirement plan- We offer a 4% employer match on a dollar-per-dollar basis, and there is no waiting or vesting period;

all funds contributed by you and Arabella are yours to keep on day 1.

• Reimbursements for your personal cell phone plan and fitness.
• Pre-tax withholding for transportation and parking.
• Bonus incentive opportunities.
• Access to professional development opportunities.

How to Apply

Submit a resume and a one-page cover letter online. The cover letter should address why you’re excited to work at Arabella and why you’re qualified for this specific job.

Arabella Advisors is an Equal Opportunity Employer committed to racial equity. If we can make the application process easier through accommodation in the recruitment process, please let us know.

We encourage you to read (or listen to) our DEI statement prior to applying. We make a particular effort to recruit people of color and members of marginalized groups to apply for open positions.

Once you have applied, we welcome your feedback on how you have experienced our values around DEI in the recruitment process.

While Arabella is open to individuals from various locations applying to join our team, please note that we generally are unable to pay for relocation expenses, and all applicants must already be legally eligible to work in the United States at the time of application to be considered for this position.

We will review applications as they are received and look forward to hearing from you.

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