Administrative Coordinator (Executive Support)

Location: San Francisco, CA

Department: Office of the CEO

Type: Full Time

Min. Experience: Experienced

JOB SUMMARY

The Administrative Coordinator will provide administrative support and project management for the Office of the CEO, including the Founders and Board of Directors, in the San Francisco Burning Man office year-round, and perhaps on playa during the Burning Man event.

Duties include:

  • Managing the calendar of executives, scheduling meetings, taking meeting minutes, and making travel arrangements
  • Tracking departmental action items to completion, drafting correspondence, and maintaining databases
  • Budget management, data management, light project management, and processing expense reports
  • Provides support, tracks and manages projects for the Committee meetings
  • Provides support, tracks and manages projects for the Board of Directors meetings

This is a regular, full-time position eligible for benefits, working out of our San Francisco office and Black Rock City, NV.

DUTIES & ESSENTIAL JOB FUNCTIONS

Founder and Executive Administration

  • Ownership over day-to-day administrative support and help create a positive and highly productive office environment
  • Anticipate needs and execute independently based on agreed upon protocol
  • Work closely with cross-department administrators to ensure smooth communication and coordination
  • Act as a key resource for the department and leverage network of resources to solve problems
  • Complex calendar management including meeting scheduling, and resolution of scheduling conflicts
  • Booking travel, including creation and coordination of trip itineraries
  • Provide comprehensive assistance and support for trips, retreats, and off-sites as needed
  • Manage and complete expense reports
  • Assist in production of events, on and off playa, including managing access
  • Budget responsibilities including projections, tracking actuals, budget versus spend modeling and reconciliation of accounts
  • Will collect, clean, input and maintain various data as needed
  • Provide miscellaneous administrative support for management staff members as necessary

Communications/Coordination

  • Project tracking and light project management
  • Record and report meeting minutes for organizationally focused meetings and administration
  • Preparing presentations and materials including light design work/image work and  information gathering/packaging/research
  • Business writing including cover letters/announcements as well as create documentation, diagrams, and spreadsheets
  • Prepare materials utilizing an array of tools including Excel, Word, PowerPoint, Google Drive Tools, to develop informative documents
  • Maintain department’s electronic sites & other relevant workspaces including database management
  • Maintain the Communications archive – printing, processing/logging, and organization
  • Supports the planning and logistics to any related operations or events on playa and the central operational camp on playa per the direction of the Executive Assistant

Board Member and Meeting Support

  • Maintain a database of high level Board Member contacts
  • Provide Board development support as needed
  • Administrative support for Senior Executive Committee meetings and quarterly Board meetings including producing Board meeting materials, taking meeting minutes, managing related calendars, drafting meeting agendas, and tracking Board Member deliverables and action items per project.
  • Update and maintain Board workspaces
  • Support any related Board operations or events on playa

Other Functions and Responsibilities

  • Perform other duties as assigned.

LEARNING AND TEACHING

  • Documentation - Assists in the creation, publishing, and maintenance of process documentation related to their assigned duties.
  • Knowledge sharing – Helps acculturate and educate junior staff and volunteers in Burning Man culture and business processes.
  • Training development - Collaborates with the education team to develop training materials in their area of expertise, as requested.
  • Learning – Pursues ongoing learning in their area of expertise, working to stay current on emergent knowledge, skills, and processes.

QUALIFICATIONS

REQUIRED

  • 5+ years of administrative support
  • Working knowledge of the principles of project management
  • Excellent communication skills and the ability to write reports and business correspondence
  • Ability to effectively present information and respond to questions from owners, managers, employees, vendors and the general public
  • Ability to respond professionally, politely, and truthfully to all individuals and work well as a team player
  • Strong computer skills and presentation skills
  • Ability to maintain personal integrity and uphold high standards of confidentiality
  • Detail oriented with strong organizational and prioritization skills
  • Strong ability to manage multiple projects and shifting priorities
  • Ability to take direction from more than one person and manage time appropriately
  • Ability to foster a cooperative work environment
  • 1+ year of experience attending and/or volunteering at the Burning Man event
  • Cheerful, outgoing personality conducive to representing Burning Man to a wide variety of participants, local community members, government officials, and members of the media on the phone and at events and functions
  • Ability to respond professionally to all individuals and work well as a team player
  • Ability to adjust schedule seasonally to work at the Burning Man event held in Nevada
  • Ability to live and work in the harsh physical environment for periods of 2 to 3 weeks

PREFERRED

  • A Bachelor’s Degree

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

  • Off-playa:  Work is primarily sedentary in nature, no special demands are required. 
  • On-playa:  Work is primarily sedentary but will also include the need to find and meet with department representatives who may not be in the vicinity therefore this could include walking or using some form of transportation.  Some of the work will be in outside weather conditions and will be exposed to fumes or airborne particles as well as possible extremes in temperature

REQUIRED LICENSES/CERTIFICATIONS

  • Valid Driver’s License & a clean driving record

ABOUT THIS ROLE

  • This position is a regular, full-time role eligible for benefits, working at BMHQ in San Francisco, CA, and in Black Rock City, NV.
  • Burning Man is an equal-opportunity employer.
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