EMPLOYMENT TYPE:

Part-Time (20-25 hours)

Potential for expansion to Full-Time (40 hours) depending on candidate’s experience in broader administrative functions.

WORK LOCATION + HOURS:

Must be in office starting at 8am at least 3 days/week.

Open Book’s hybrid work model prioritizes most staff working in the office at least 3 days/week.

ABOUT THE ROLE: 

This position can be part-time or full-time, depending on the qualifications of the candidate and the ability to expand into broader operational or administrative responsibilities. At the core, we are looking for a new team member who is relationally wired and administratively gifted, motivated to help our office space, people, and processes flourish. The ideal candidate will be a problem-solver who finds joy in providing cheerful service to people and supporting a variety of administrative tasks in ways that ensure business consistency while finding creative solutions. You will be relied on to maintain company records, elevate processes, build relationships with people, and cultivate a positive office culture. This role reports to the Operations Manager. 

REQUIRED SKILLS & QUALIFICATIONS:

• Strong skills in organization, administration, and planning 
• Confident communicator, both verbally and in writing
• Must enjoy building relationships and extending hospitality, with a desire to go above and beyond to provide people with memorable service 
• Ability to multitask, manage complex schedules, and adapt to emerging priorities
• Strong sense of self and naturally curious, not intimidated by change or challenge 
• Critical thinker with good judgement, who can initiate smart next steps with an end in mind
• Impeccable attention to detail 
• Ability to maintain confidentiality of company information and reinforce trust in all encounters
• Holds a valid driver’s license and owns a car in order to perform needed errands and off-site tasks
• Ability to walk up stairs and stand for extended periods of time

 PREFERRED SKILLS & QUALIFICATIONS:

Previous experience of working in an office environment in areas of HR, Finance, IT, or Executive Support functions is a plus. (Candidates, please be specific about relevant experience in these areas or other operational/administrative areas. This may lead to opportunity for an expanded role and hours.)

JOB RESPONSIBILITIES:

Take pride in the everyday care and optimization of the Open Book office.

• Keep the office visually clean and organized—especially the kitchen, storage spaces, and all communal areas—to ensure the office environment stays welcoming and beautiful 
• Monitor office supplies, maintain inventory documentation, and purchase needed items
• Arrange for repairs to ensure all spaces stay functional and optimized for use
• Open up the office at 8am at least three mornings a week, so other employees arrive to a vibrant space

Coordinate general office communications and serve as a welcoming gateway for visitors.

• Greet office guests, providing helpful communication and cheerful service 
• Foster relationships with vendors, service providers, and landlord in ways that represent Open Book well
• Write clear emails and facilitate productive phone calls that clarify or ascertain key information 
• Manage incoming communications and ensure information flows promptly to correct people
• Serve as an in-person liaison for office meetings, including set-up, clean-up, and coordinating catering 

Optimize clerical efficiency and organization across administrative functions.

• Support accurate financial data by scanning receipts, organizing expenses, and managing bank deposits
• Review internal time tracking and compile project reporting to create monthly invoices 
• Maintain up-to-date company records, client contact information, project archives, and filing systems
• Support additional operational needs of the business by flexing into HR, Finance, and IT functions as needed and capable. 
  1. As relevant, additional responsibilities may be added to the job description and the role and hours expanded accordingly. 

Problem-solve and streamline processes in ways that create capacity and maximize efficiency.  

• Seek out ways to aid the momentum of teammates and clients by eliminating administrative hurdles 
• Build capacity for the Leadership Team by providing administrative support, including understanding their workflow and anticipating needs, and assisting with tasks, scheduling, and travel logistics

Ensure employees have necessary equipment, software, and materials to perform their jobs.

• Ensure desk spaces and conference rooms have necessary technology infrastructure in place and operational so that team members can effectively do their work, including serving as a point person for internet service interruptions or software updates
• Purchase, set up, and maintain computers, printers, and video conferencing equipment to support team productivity; troubleshoot issues and arrange for repairs as needed 
• Run errands and carry out other duties as needed to meet emerging needs and aid team productivity 

Help Open Book care for and celebrate its employees, clients, and key partners.

• Curate, deliver, and/or mail thoughtful gifts and cards to employees, clients, and partners as part of Open Book’s commitment to community building and people care
• Cultivate company culture through planning and executing team celebrations, service days, and events 
• Maintain records of past gifts and correspondence with clients, as well as milestone events to be marked with future gifts, as part of reinforcing long-term relationships
• Facilitate the administration of Open Book’s annual holiday card and holiday gift plan

For more information, visit teamopenbook.com/careers or click the button below to apply. We will follow up with all candidates in consideration to request a written cover letter outlining your interest in the position and business.