Assistant to the Chief of Staff | Operations Associate

Please apply on our Careers Page: https://www.bluebeyondconsulting.com/blue-beyond-careers/

Job Posting: Assistant to the Chief of Staff | Operations Associate

Accepting applications June 21- July 5

Blue Beyond is a fast-paced, dynamic, and growing management consulting company invested in Diversity, Equity, Inclusion, and Belonging (DEIB), that is looking to add an Office Manager/Administrative Specialist to our team. We are a woman-owned management consulting firm that focuses on the people side of business — leadership, communication, change, culture, organizational effectiveness, talent management, DEI, and employee engagement.  We partner with the world’s most innovative Fortune 500 companies, as well as groundbreaking non-profits and higher education institutions, to help them build organizations where both the business and the people thrive.

As a member of our Purpose and Culture team, the Assistant to the Chief of Staff | Operations Associate will work from our Castro Valley, CA headquarters to support critical operational, administrative, and business processes. If you are a self-starter, energized by variety, learning every day, managing details, and excited to be a part of a fast paced, dynamic organization, this role could be for you!
 

What you’ll do

Reporting to the Chief of Staff/Head of Culture and Purpose, you will provide administrative support to Blue Beyond’s Culture and Purpose team, support a variety of operational tasks including managing our Castro Valley office, and play an integral role in the coordination and logistics for all Blue Beyond events and activities.

 Administrative support

• Partner with the Chief of Staff/Head of Culture and Purpose to monitor and track Culture and Purpose priorities throughout the year, managing timelines, updating project trackers, and delivering quarterly updates.
• Provide day-to-day administrative and operational support for the Culture and Purpose team, including tasks associated with client engagements, talent acquisition, people processes, DEIB, business development, marketing, SGI, and overall company activities.
• Maintain and update standard operating procedures (SOPs) for internal operations processes; coordinate a standard review cadence and update SOPs as needed.
• Take notes during internal team meetings and working sessions, and populate next steps into project trackers/ project plans and drive action.
• Other tasks as directed by the Chief of Staff/Head of Culture and Purpose.

Operations support

• Provide overall office management for our Castro Valley office (HQ), including general maintenance, overseeing housekeeping, managing vendors, ordering and shipping, and ensuring that our office is welcoming and ready for our team and clients at all times.
• Keep up to date on local health and safety guidelines (i.e. Covid) ensuring our policies are up to date and teams who work from our Castro Valley office maintain safe practices.
• In partnership with the People Operations Manager, ensure that Blue Beyond is current with all government and regulatory compliance postings in our Castro Valley offices and on Box.
• Manage inventory and order all supplies for our Castro Valley office.
• Manage all office-related vendor relationships.
• Maintain company voicemail, including triaging incoming calls, gathering and documenting relevant information related to each call, and forwarding information to the appropriate people as needed.
• Onboard and offboard employees to the office, including granting access to HQ and our office norms/use policies, procedures for reserving conference space, and using our in-office technology.
• Partner with IT to maintain, order, and refresh equipment for new employees (and current employees as needed).
• Maintain Blue Beyond’s in office technology inventory, including ensuring it is updated and operational at all times (hardware and software systems).
• Ensure the integrity of Box as our knowledge management system, reviewing/auditing folders regularly and managing the maintenance process across the Blue Beyond team.

Local team culture ambassador/ Event logistics management

• Draft and send communications for all Blue Beyond wide and HQ / Bay Area team events and gatherings.
• Support content development for internal meetings, including Blue Beyond Days, company meetings, etc., at the direction of the Chief of Staff/Head of Culture and Purpose.
• Manage the end-to-end logistics for all company-related events including but not limited to company meetings, Blue Beyond Days, History and Heritage month celebrations, etc.
• This might include: written and verbal communications, vendor management, space set-up/ coordination, Zoom management (setup, breakout rooms, managing chat/Q&A, etc.) for virtual meetings, AV, coordination of all food and beverages, hotel accommodations, travel planning, and any other hospitality-related needs.

What you bring to the role

You bring a passion for organization, a process discipline, and a collaborative, innovative approach to problem-solving. Ideally, you have experience juggling diverse operational and administrative responsibilities in professional services or other small business environment. You’re familiar with Zoho, Box, Zoom, and Google Suite and/or other similar enterprise software platforms, and you are ready to jump in and add immediate value. Key qualities that distinguish you include:

• A natural problem-solver with the ability to ideate well with others to develop new, smart, and sustainable processes and practices
• Committed and passionate about getting the job done with excellence and pride of ownership
• Energetic, engaged, flexible, self-directed
• A great listener who is comfortable with ambiguity, asks good questions, learns, quickly, and finds ways to make the team better every day
• Savvy at "gear-shifting" - able to manage multiple projects simultaneously and navigate and re-prioritize competing priorities and deadlines “on the fly” and with minimal supervision
• Strong decision-making skills and the ability to execute and move decisions forward
• Ability to quickly diagnose challenges and drive continuous improvement
• Meticulously organized with the ability to retain and recall information
• Equally comfortable working independently and collaboratively
• Delights in helping colleagues master tools and processes – great listener, with a customer service mindset and commitment to problem solving
• Committed to Blue Beyond's mission and values

Qualifications

• BA/BS in communications, administration, or operations. Project management certification a plus. Candidates with comparable work experience are encouraged to apply
• Minimum of 3-5 years of administrative work experience (paid or volunteer) in a fast-paced, growing organization
• Demonstrated capability in project management, organizational skills, and administrative know-how
• Tech proficient –Able to diagnose and/or work with vendors and IT to troubleshoot tech challenges and enable team productivity and effectiveness through technology
• Ability to work effectively in person and in a virtual team environment
• Experience optimizing operational procedures
• Excellent interpersonal skills and demonstrated ability to effectively partner with a wide variety of personalities, technical skill levels, etc.
• Clear and proactive communication style. Someone who can present key information objectively and collaborate effectively
• Excellent attention to detail
• Expert in Microsoft Office suite, Google Suite, Zoom, and Box (or similar)
• Familiarity with Zoho (or other small business enterprise software) a plus

About Blue Beyond

Blue Beyond is a purpose-focused and growing management consulting firm with more than 90 team members and clients across North America. Blue Beyond has been certified as a Great Place to Work® annually since 2015 and was named one of the US’s Best Small & Medium Workplaces by Great Place to Work® and Fortune in 2020, 2019, and 2017.

We are proud to be an equal opportunity employer, offering an inclusive culture where learning for a living – and from each other – is a way of life. We actively nurture this culture and are committed to growing and sustaining a team that represents a true diversity of backgrounds, identities, and experiences, together with a workplace where everyone feels welcomed and valued.

If our approach resonates with you, you belong here. All qualified applicants will receive consideration for employment.

This commitment applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, transfer, leaves of absence, compensation, and training.