One-Year Workplace Operations Associate

Earthjustice is the premier non-profit environmental law organization. We take on the biggest, most precedent-setting cases across the country. We wield the power of law and the strength of partnership to protect people’s health; to preserve magnificent places and wildlife; to advance clean energy, and combat climate change. We partner with thousands of groups, supporters, individuals, and communities to engage the critical environmental issues of our time and bring about positive change. We are guided by a passionate, ambitious vision for the future for people and our planet. We are here because the earth needs a good lawyer.

Earthjustice’s Workplace Experience & Sustainability (“WES”) team is seeking a One-Year Workplace Operations Associate as the team prepares for an office move and determines what the support needs will be in the new office space. Under the supervision of the Sr. Workplace Operations Manager, the successful candidate will provide operational and administrative support for our headquarters in San Francisco, CA and for the organization. Primary responsibilities will include front desk services, general office administrative support, and fostering office culture. This is an in-person, 12-month, full-time (37.5 hours/week) role with an anticipated start date in March 2025. The successful candidate must work Mondays-Fridays from our San Francisco, CA office.
Responsibilities: Reception and Hospitality Services (45%)

• Provide a warm welcome and high-touch experience to employees and visitors. Ensure that visitors, callers and staff are treated with the utmost respect and hospitality.
• Serve as frontline donor relations support, including providing customer service to donors, troubleshooting issues, and enhancing the callers experience with Earthjustice before routing donor callers elsewhere.  
• Operate a multi-line phone system and its software component.
• Manage mail, package, fax, and shared-HQ email inbox processes.
• Provide management for all general office administration, maintenance, reception, and general administrative support functions.
• Learn to operate all office equipment, provide training to staff on the equipment, and oversee proper use of all equipment. Troubleshoot office equipment.
• Manage and maintain a welcoming and collaborative office environment through décor, shared spaces, and office layout planning.
• Coordinate hospitality services for internal and external meetings, including receiving catering, refreshments, and necessary supplies.
• Ensure all meeting rooms and common areas are set up and maintained to meet company standards of cleanliness and readiness.
• Provide tours and information to guests and clients about the facilities, services, and surrounding areas as needed.

General Administrative Support (25%)

• Assist with various administrative tasks, including invoice validation, floor and seating plan management, and intranet updates.
• Draft and edit Standard Operation Procedures and intranet for new or updated processes.
• Support ad hoc office and workplace initiatives and work closely with various teams to support administrative logistics.
• Partner with stakeholders to implement and maintain office policies and procedures, as needed.
• Complete Workplace Lifecycle tasks and processes.
• Support office relocation planning and execution.

Office Culture and Events (15%)

• Foster a positive and inclusive office culture by organizing celebrations, social events, and recognition programs.
• Develop and implement initiatives to enhance employee engagement, satisfaction, and workplace morale.
• Create and distribute internal communications to promote office culture, including newsletters, announcements, and event invitations.
• Plan and execute monthly office events in conjunction with the Internal Events team and the Culture Club.
• Promote diversity, equity, and inclusion (DEI) initiatives through events, workshops, and training sessions.
• Liaise with catering providers and vendors to ensure accurate and timely delivery of services for events and meetings.

Safety & Security (10%)

• Conduct monthly safety audits, inspections, and risk assessments to identify potential hazards.
• Maintain safety records, including reports on incidents, training, and safety inspections.
• Assist in the development and maintenance of emergency response plans, including evacuation, shelter in place, and first-aid procedures.
• Monitor daily security operations including CCTV, access control, and alarm systems.
• Manage and maintain access control systems, including issuing and monitoring badges, keys, and other access credentials.
• Participate in safety and security measures as a floor warde