Executive Assistant & Office Manager

Description

About Tawonga
Tawonga’s mission is to provide educational and recreational programs for children, adults and families that foster self-esteem, lifelong friendships and community, connections with nature, commitment to justice, and positive Jewish identity and spirituality. We run programs at our residential campsite next to Yosemite National Park and in the Bay Area, serving over 5,000 people a year.

About Camp Tawonga’s Culture
At Camp Tawonga, we are a caring, collaborative, joyous group of professionals who take great pride in fulfilling our mission and having fun while doing it. We have deep respect for our community, the children and the families who participate in our programs; for nature and the physical world; and for the Jewish value of “tikkun olam” – repairing the world. Our team has taken many different paths to arrive at Tawonga, from growing up as campers at Camp to being brand new to working at a summer camp or even a nonprofit. We are a Jewish organization, and we welcome and are inclusive of all staff and community members, Jewish and non-Jewish alike. We are committed to JEDI (justice, equity, diversity and inclusion) and the ongoing reflection, learning and action required to be aligned with these values and create and sustain a race equity culture.

Equal Opportunity Employer
Camp Tawonga is an Equal Opportunity Employer, values diversity and is committed to being an equitable and inclusive environment for all employees. We are committed to building a team that represents a variety of backgrounds, perspectives and skills, and to hiring people of color, LGBTQ+ individuals and women. All employment is decided on the basis of qualifications, merit and organizational need.

Job Purpose and Description

The Executive Assistant and Office Manager ensures smooth day-to-day operations of Camp Tawonga by:

• Supporting the CEO and other key leadership staff
• Providing excellent customer service to families and community members
• Managing the San Francisco office
• Serving as a liaison to the Board of Directors

Essential Duties and Responsibilities

Reasonable accommodations may be made to enable individuals with disabilities to perform these essential functions.

Support Chief Executive Officer (CEO) and Chief Operations Officer (COO)

• Provide high-level operational and administrative support to the CEO and COO

• Serve as a key liaison between the CEO/COO and internal and external partners, clients, institutions, and stakeholders

• Manage complex calendars, including:

  • Scheduling meetings and recurring check-ins

  • Coordinating with multiple parties

  • Communicating logistics clearly and effectively

• Process invoicing, expense reports, reimbursements, and travel arrangements for individuals and groups

• Assist with management of organizational budgets

• In collaboration with the Development Director, support donor cultivation and stewardship by:

  • Drafting correspondence and emails

  • Assisting with event and meeting planning

• Conduct research (e.g., vendors, venues, products), analyze findings, and present recommendations to the CEO and COO

• Support the COO with gathering, organizing, and submitting documentation to reporting agencies, county entities, and insurance partners to ensure compliance

Serve as Liaison to the Board of Directors

• Serve as liaison and concierge to Board members, ensuring they have the resources needed to engage effectively

• Maintain Board and committee rosters and calendars

• Plan and execute logistics for Board and committee meetings and retreats

• Record and distribute meeting minutes

• Plan Board retreats (twice annually), dinners, and support fundraising events

• Manage the Boardable platform

• Prepare Board meeting materials and presentations

• Handle confidential and sensitive Board communications with professionalism and sound judgment

Customer Service

• Serve as a primary point of contact for families and community members

• Play a key role in shaping families’ and community members’ experience of Tawonga

• Represent Tawonga with warmth, professionalism, and care

• Manage the info@tawonga.org inbox and phone line, providing excellent customer service

• Support Ruach Ride (summer camp bus pick-up and drop-off operations)

Office Management

• Proactively maintain a clean, organized, welcoming, and functional office environment

• Serve as liaison with property management (landlord) as needed

• Coordinate with vendors related to IT, copiers, postage machines, and off-site file storage

• Notify security of expected guests and greet guests upon arrival

• Receive, sort, and distribute mail and packages; manage outgoing mail

• Maintain office supplies, drinks, and snacks through regular inventory and ordering

• Coordinate staff meetings by:

  • Scheduling meetings (in-person and Zoom)

  • Collecting and distributing agendas

  • Taking and sharing meeting minutes

  • Facilitating meetings or coordinating facilitators

  • Ordering monthly staff lunches

• Support staff morale through event planning, including:

  • Birthdays

  • Baby showers

  • End-of-summer picnics

  • Farewell lunches

  • Summer send-offs

  • Holiday celebrations

• Partner with the COO to serve as the primary point of contact for day-to-day IT and technology support

• Coordinate with IT and external partners for advanced troubleshooting across Bay Area and camp locations

• Serve as a member of the Admin Team and complete administrative projects as assigned

• Support large-volume mailings, packet compilation, filing, and records management

• Oversee software administration and user management for platforms including:

  • Google Workspace

  • Zoom

  • Boardable

  • JotForm

• Assist with general office tasks as needed

• Manage lost and found items, including sorting, inventory, returns, and disposal

• Maintain clean and organized storage spaces

Professional Development

• Research and participate in ongoing professional development relevant to the role and organizational needs, including:

  • Executive assistant best practices

  • Nonprofit board governance support

  • Google Workspace administration

  • Other relevant trainings and learning opportunities

Compensation and Benefits

• Full-time, exempt, year-round, benefited position

• Salary range: $71,000–$75,000

• Comprehensive benefits package includes:

  • Medical insurance

  • Dental insurance

  • Life insurance

  • Retirement plan with company match and contribution

  • Paid sick leave and vacation time

Compensation

$71,000-$75,000

Requirements

Training, Experience, Skills, and Qualities

Required

• Excellent verbal and written communication skills in English

• Excellent interpersonal and customer service skills

• Highly organized with strong attention to detail

• Excellent time management skills

• Proven ability to see projects through to completion within set deadlines, with a strong record of follow-through and accountability

• Ability to prioritize tasks and manage multiple projects simultaneously in a fast-paced environment

• Ability to troubleshoot basic technical issues and train other staff on low-level IT skills and systems

• Comfort learning new technical and computer skills as they arise

• Proficiency in Google Workspace, including Drive, Calendar, Gmail, Docs, Sheets, Slides, and Forms

• Commitment to supporting Tawonga’s efforts to promote justice, equity, diversity, and inclusion in all programs

Preferred

• Enthusiasm for Tawonga’s mission

• Self-starter with the ability to work independently

• Flexible and adaptable to changing work needs and demands

• At least two years of experience working in an office environment

• At least one year of prior administrative experience as an Executive Assistant and/or Office Manager

• Positive, solution-oriented, can-do attitude

• Experience with Canva, Google Admin, and/or Boardable

Supervision

• This position reports directly to the Chief Executive Officer

Software

This position will heavily use the following software:

• Google Workspace (Docs, Sheets, Slides, Forms, etc.)

• Gmail and Google Calendar

• CampMinder (camper and family database)

• Ramp (credit card and expense reimbursement)

• Zoom and Zoom Phone

• Boardable

Physical Demands

The physical demands listed below are representative of those required to successfully perform the essential functions of this job. Reasonable accommodations will be made to enable individuals with disabilities to perform these essential functions:

• Typing, writing, reading, hearing, and speaking

• Use of hands and fingers to operate office equipment, particularly a computer

• Standing, walking, kneeling, and frequent sitting, with some lifting of up to 30 pounds

Worksite

• This role is a flexible, hybrid position

• Camp Tawonga will provide a company laptop, mouse, keyboard, and reasonable accommodations to support remote work

• Tawonga’s year-round team currently works mostly remotely, with a few days per month in the San Francisco office and frequent trips to the Groveland site

• The organization may return to more in-person office days per month in the future

Work Environment

• Noise level is moderate

Special Requirements

• Willingness to work evenings, weekends, and holidays as needed

Normal Working Hours

• During the off-season, hours are flexible while completing job-related tasks and meeting deadlines; standard office hours are 9:00 a.m. to 5:00 p.m.

• During the summer, staff share after-hours parent communication coverage with other San Francisco–based team members on a pre-assigned rotation

• When working on-site at camp for programs, the camp programmatic day typically runs from 8:00 a.m. to 10:00 p.m., and sometimes longer

Other Duties

• This job description is not intended to be a comprehensive list of all duties, responsibilities, or activities required for this position

• Job duties, responsibilities, and activities may change at any time, with or without notice, based on the needs of Camp Tawonga

How to Apply

To ensure consideration, please submit a resume and cover letter explaining your qualifications for and interest in the position. Please send applications to applications@tawonga.org with, “Executive Assistant and Operations Manager”, in the subject line. Applications will be accepted on a rolling basis, and Tawonga is seeking to hire for this position as soon as possible.