This is a terrific opportunity to work with Earth Island Institute. Earth Island, founded in 1982 by environmentalist David Brower, is the organizational home for over forty projects promoting biological and cultural diversity around the world. Through education and activism, our projects promote the conservation, preservation, and restoration of the Earth.

This position is part of the Earth Island Network Services team and provides Reception, Office Management and Administrative Support at the main office of the organization under the general supervision of the Administrative Director.

Responsibilities include:

• Reception
  This position is the voice and first point of contact of Earth Island Institute.
  Typical duties include but are not limited to:
  • Manage all aspects of the front desk reception area
  • Answer and route all incoming calls promptly and with kind and diplomatic comportment
  • Greet, provide information and assist each office visitor including staff and delivery personnel
  • Develop and maintain knowledge of community resources
  • Manage and monitor voicemail (e.g. check voicemail daily; issue extensions to new users; resolve issues; record main outgoing greeting and update regularly for events and holidays)
  • Maintain Earth Island project information in reception area
  • Manage organizational email and distribute faxes daily
  • Sign for deliveries and notify recipients
• Office Management
  This position is the point person for office systems, services support and the presentation of a professional office.
  Typical duties include but are not limited to:
  • Proactively manage and oversee all day-to-day functions of the Earth Island office
  • Maintain sign up calendars for conference rooms and assist off site project directors with remote sign up
  • Maintain, distribute and regularly update organizational lists and calendars
  • Order all office supplies and ensure common areas are consistently equipped with supplies
  • Orient new sub-tenants and project directors on office policies and procedures; issue keys and user codes
  • Ensure adherence to policy and procedures and effectively communicate them to staff and sub-tenants
  • Manage sub-tenants; show office space and coordinate sub leases as needed
  • Liaison between and be the contact person for: building management, tenant services, space management and the office cleaning team; attend tenant meetings
  • Manage postage meter operation and refill postage as needed
  • Manage copier codes and monthly charges
  • Manage office equipment supplies, provide support and call in repairs
  • Pick up and sort incoming mail, monitor project mail boxes and take outgoing mail to the post office daily
  • Coordinate FedEx, UPS and other services for staff and projects
  • Provide communication to staff and sub tenants on office “happenings”
  • Receive and resolve all office complaints
  • Manage Green Office certification
  • Update employee picture board
• Administrative Support
  As a member of the Administrative team, this position will assist the department in a variety of ways.
  Typical duties include but are not limited to:
  • Assistance with annual audit preparation
  • Assistance with check preparation, mailing and filing
  • Monitor and maintain health, safety and emergency procedures for the office in coordination with the HR department
  • As needed, assist with clerical tasks to include typing, filing, proofreading, and maintenance of service logs, data entry and HR

Qualifications

The ideal candidate will demonstrate, through previous work experience, attention to detail, initiative, flexibility, and an ability to juggle multiple priorities successfully. Qualified applicants must be self directed, well organized, and have the ability to remain flexible in an ever-changing environment such as frequent changes, delays or unexpected events. This position requires at least two years of previous administrative experience and some experience working in the service sector. Candidates must be computer literate and have comprehensive working knowledge of MS Word, MS Excel, Gmail, Google Calendar and Google Docs. Candidates must also enjoy working with a wide variety of people; have cultural and interpersonal sensitivity, exceptional telephone skills, and clear verbal and written communication skills. Database experience, non-profit work experience and interest in environmental issues are highly desirable.

Hours and Benefits

This is a 30 hour/5 day a week position. The Office Manager hours are Monday through Friday 10:00 a.m. – 4:00 p.m. daily with a set break schedule. The salary is commensurate with experience. Benefits include medical, dental, vision and life insurance, 11 paid holidays per year, paid vacation and sick leave. The position is located in the David Brower Center, 1 block from the Downtown Berkeley BART station.

This position is available immediately. Applications will be accepted until August 23, 2010 or until the position is filled.

To apply, please send your resume along with a compelling cover letter to:

Earth Island Institute
Attn: Claudia West, HR Manager
2150 Allston Way, Suite 460
Berkeley, CA 94704

or via email with Administrative Assistant in the subject line
or via fax: 510-859-9092.

No phone calls please. Resumes received without a cover letter will not be accepted.

Earth Island Institute is an equal opportunity employer and seeks to reflect the diversity of the communities we serve.