Operations Administrative Assistant

POSITION SUMMARY

The Paul Angell Foundation (Paul Angell) is seeking an Operations Administrative Assistant to provide high-quality administrative and operational support to the Operations team and the broader Foundation. This role will be an important part of the day-to-day functioning of Paul Angell, helping ensure that our office, administrative systems, communications, and operational activities are organized, responsive, and running smoothly.

Reporting to the Office and Operations Manager, the Operations Administrative Assistant will support a range of responsibilities, including building and office operations, general communications and reception, staff and organizational memberships, administrative systems, meetings and events, and other projects led by the Operations team. The role will also provide scheduling and administrative support to the Vice President of Operations and assistwith Foundation-wide operational needs.

This position requires someone who is highly organized, dependable, responsive, and attentive to detail. The successful candidate will enjoy supporting others, take pride in completing work accurately and on time, and bring a thoughtful and service-oriented approach to their work. They should be comfortable managing multiple responsibilities, communicating with people at all levels of the organization, and learning new systems and processes.

As Paul Angell continues to grow, this role will have opportunities to build knowledge across organizational operations, develop new skills, and take on additional responsibilities over time.

Building & Office Operations

- Support the Operations team with the day-to-day functioning of the Paul Angell office.

- Coordinate guest registration and building access for visitors, candidates, vendors, and other guests.

- Submit and track routine building service and facilities requests.

- Help maintain organized, welcoming, and well-functioning common spaces, meeting rooms, and kitchen areas.

- Monitor office, kitchen, and general supplies and coordinate stocking and ordering.

- Receive and organize office deliveries, supplies, mail, and packages.

- Support staff meetings, events, celebrations, and meals, including ordering, setup, and cleanup.

General Communications & Reception

- Monitor the Foundation's general information email account and route messages to the appropriate staff member.

- Answer and route calls received through the Foundation's general phone line.

- Receive, sort, and distribute incoming and outgoing mail.

- Welcome visitors and help connect them with the appropriate staff member.

- Provide reception and front-office coverage according to an established schedule, with flexibility to work from the office at additional times when needed to support visitors, meetings, events, or other operational needs.

- Help create a professional, friendly, and welcoming experience for staff, guests, candidates, and partners.

Operations Team Support

- Provide general administrative support to members of the Operations team, including scheduling for the VP of Operations.

- Help maintain Operations files, records, trackers, calendars, and other administrative systems.

- Assist with scheduling, coordination, data entry, and routine follow-up for Operations projects.

- Support special projects and initiatives led by the Operations team.

- Help prepare materials and coordinate logistics for meetings and other activities.

- Learn and use the Foundation's administrative systems and processes.

- Take on additional responsibilities as skills, knowledge, and experience develop.

Foundation-Wide Support

- Serve as a helpful point of contact for routine office and operational questions from staff.

- Provide administrative and logistical support for select Foundation-wide meetings, events, and activities.

- Partner with colleagues across the Foundation on routine operational needs, while working under the direction of the Operations team.

- Contribute to a positive, collaborative, and service-oriented workplace.

- Maintain organized records of Foundation and staff memberships, subscriptions, and renewals.

- Prepare routine approved payments for memberships, subscriptions, systems, and other organizational expenses.

Qualifications and Skills

- High school diploma or equivalent required

- Strong organizational skills and attention to detail.

- Demonstrated reliability, accountability, and follow-through.

- Strong interpersonal and written and verbal communication skills.

- A helpful, responsive, and service-oriented approach to working with others.

- Ability to manage multiple responsibilities, priorities, and deadlines while staying organized.

- Ability to follow established processes while exercising good judgment and appropriate initiative.

- Ability to work both independently and collaboratively as part of a team.

- Comfort interacting professionally with staff, visitors, candidates, vendors, and external partners.

- Ability to learn and effectively use workplace technology, administrative systems, and other tools.

- Ability to handle organizational and staff information with appropriate discretion and confidentiality.

- Curiosity, adaptability, and a willingness to learn and take on new responsibilities.

- Interest in contributing to a collaborative, equitable, and people-centered workplace.

- Relevant administrative, office, operations, customer service, hospitality, or other professional experience is valued.

COMPENSATION AND BENEFITS

The position is a salaried, non-exempt, full-time role with a starting salary range of $68,000 to $75,000 annually, depending on professional and lived experience.

Additionally, the Paul Angell Foundation offers a highly competitive comprehensive benefits package including:

- Healthcare: 100% paid Platinum PPO health insurance premium for employees and 80% for dependents or family.

- Dental and Vision: 100% paid premium for employees, dependents, and family.

- 403b retirement savings plan employer contributions match: After three months of employment, the Foundation will contribute up to 12% of the employee’s salary.

- In addition to vacation, holidays, wellness, and sick days, the Paul Angell Foundation offices are closed from December 26th through New Year’s Day annually and employees’ salaries are paid during this closure.

- Twelve weeks of paid parental leave for a birth parent, non-birth parent, or adoption.

- We are committed to supporting your growth through professional development funds, tailored to your role and learning needs. We provide opportunities for collaboration, skill-building, and the time and space to grow in your career.

WORK ENVIRONMENT

- Currently, the position functions within a hybrid working environment with alternating remote and two to three on-site workdays and may have in-person obligations that grow over time.

- The Foundation maintains a smoke-free and drug-free work environment in compliance with federal, state, and local regulations.

- While performing the duties of this job, the employee is regularly required to talk or hear and use hands to operate equipment such as computers, phones, photocopiers, scanners, and filing cabinets. Reasonable accommodation will enable qualified individuals with disabilities to perform the position’s essential functions.

- This position is at-will, meaning either party may terminate the employment relationship at any time with written notice. Nothing in this job description is to be construed as creating a contract for employment for a specific duration.

OUR DIVERSITY AND EQUAL OPPORTUNITY CORE VALUE

Paul Angell Foundation is committed to equal employment opportunity and to compliance with applicable local, state, and federal antidiscrimination laws which prohibit discrimination and harassment against any employees or applicants for employment based on their actual or perceived race, color, religion, age, ancestry, marital status, protective order status, military status, sexual orientation, gender identity, gender expression, work authorization status, pregnancy and the potential or intention to become pregnant, AIDS/HIV status, medical condition, status as a victim of domestic, sexual, gender or criminal violence, certain arrest or criminal history records, lack of a permanent mailing address or a mailing address that is a shelter or social services provider, and use of lawful products outside of work during non-working hours.

We will not tolerate discrimination or harassment based upon these characteristics or any other characteristic protected by applicable federal, state, or local law.

HOW TO APPLY

To apply submit an application here!

You will be asked to submit the following:

- Resume

- Cover letter highlighting your experience and your ability to excel in this role

- Expected start date: January 2027

All applications must be submitted by: October 25 at 11:59 PM CT

We hope you’re excited about this role! To keep the process fair and equitable, we will not be holding informal meetings.We encourage everyone interested in applying, and if you need accommodation, please contact  [email protected] .