Office Operations Manager

Organization

The Bridgespan Group is the leading nonprofit consulting organization serving ambitious nonprofit leaders, philanthropists, and impact investors in North America, Asia, and Africa. We work with social change organizations such as the Harlem Children's Zone, UnidosUS, PolicyLink, and Janaagraha; philanthropies such as the Ford Foundation; impact investors such as TPG's Rise Fund, Black Ambition and the Impact Investors Council of India; and bold, collaborative initiatives such as TED's Audacious Project, Blue Meridian Partners and Co-Impact.

We value diversity, passion, respect, candor, and most of all having social impact and working towards societies characterized by equity and justice. Equity is central to all that we do. Our mission to break cycles of poverty is impossible if we do not also achieve equity, and racial equity in the US, given the intersection of issues of race, gender, caste, etc., with poverty and justice. We have made a public commitment to anti-racism (statement is here) and more importantly are doing the essential work to build a team and leadership at all levels that is diverse, develop a truly inclusive culture, and integrate a focus on equity in all our client work.

• Perform diverse administrative duties for the Office Head in support of their work with clients and internal teams
• Calendar management - Schedule meetings, resolve conflicts, and prioritize commitments. Help prioritize and process new demands on the executive's calendar.
• Travel planning - Coordinate domestic and international travel including air, train, hotel, and ground transportation.
• Meeting coordination - Arrange conference rooms, catering, presentation materials, and audio/visual setup as needed for meetings: agenda meeting and minutes. Work with staff, venues, and vendors to coordinate complex meetings, convenings, team retreats, and social events.
• Communications - Call and email clients directly on behalf of the partner and act as a representative and extension of your partner in communication with clients and internal colleagues. Draft, type, and proofread letters, memos, documents, presentations, and reports as requested, and coordinate with relevant teams to respond to incoming proposals and requests.
• Expenses - Compile and submit monthly time and expense reports for the partner.
• Collaboration - Work within case teams and with other EAs on work sharing and general team support.

• Provide operational assistance to the OH in support of our business, talent, and culture
• Support OH in maintaining partner availability tracker and liaising with partners directly to keep information up to date. Coordinate with the Head of the Region's EA and Chief of Staff to enable a regional view of partner availability.
• Liaise with partners and EAs to ensure the CRM system is up to date.
• Plan celebrations for people milestones (separate from esprit activities)
• Maintain office distribution list and office dashboards (e.g. partner office management-related allocations)
• Work with OH and Talent Partner to design the cadence of office meetings. Organize office meetings. Prepare regular content relating to cases underway, pipeline, and NPS. Work with client leads to prepare client impact stories that elevate and reinforce the impact Bridgespan is having through our work. Facilitate portions of office meetings.
• Support OH with office communications, liaising with the head of Internal Comms as required
• In coordination with the Office Head, plan events for the Boston office, including such events as retirement parties, service award celebrations, promotion celebrations, and office gatherings

• Manage day-to-day office facilities
• Oversee Boston office Receptionist. This includes day-to-day supervisory responsibilities, as well as providing regular feedback, completing annual performance reviews, and ongoing investment in the professional development of the direct report
• Oversee all facilities and usage at Boston headquarters to keep things running smoothly
• Ensure timely response to address any urgent facilities-related issues
• Ensure that safety measures are in place; including fire safety protocol and related staff assignments for drills
• Liaise with building management and security
• Interface with vendors and negotiate contracts
• Provide and keep track of lockers, storage, access passes
• Organize quarterly office-wide cleaning days Maintain office/kitchen efficiency by planning and implementing systems, layouts, and equipment procurement/maintenance

• Bachelor's Degree or related experience is required
• 8+ years of experience providing direct administrative or program support to organizations and executives, and designing and installing efficient management processes AND at least 3 years of experience in office management
• Experience providing support in a professional services or management consulting firm is preferred
• High degree of comfort with ambiguity and enthusiasm for learning and shaping the role
• Comprehensive knowledge of computer software applications such as Microsoft Word, Excel, and PowerPoint, and the ability to learn new technology quickly, is required
• Strong interpersonal skills, ability to communicate and manage well at all levels of the organization and with staff at remote locations
• Strong problem-solving and creative skills and the ability to exercise sound judgment and make decisions based on accurate and timely analyses. Natural orientation towards being proactive.
• High integrity and dependability with a strong sense of urgency and results orientation. Discretion with confidential data.
• Outstanding written and verbal communication skills are required
• Must be able to work both independently and as an integral member of various teams
• Strong organizational skills and attention to detail
• Ability to meet deadlines, prioritize assignments, and juggle multiple tasks simultaneously
• Interest in and enthusiasm for the nonprofit sector and administration/operations
• Commitment to strong performance, high standard of accountability, and openness to feedback
• Must be comfortable working in a fast-paced environment and calm under pressure
• Must have an articulate, diplomatic, and highly responsive communication style
• Must be highly adaptive to management styles and changing needs, reprioritizing tasks and projects as needed