Administrative Assistant

Location: San Francisco, CA

Department: Cafe and Arctica

Type: Full Time

Min. Experience: Entry Level

JOB SUMMARY

The temporary Administrative Assistant provides support for the Café, Arctica and Temple Guardian teams and leadership. This role reports to the Black Rock City (BRC) Café and Arctica Manager. The ability to work within a complex multi-department environment and support multiple projects is critical.

Duties include:

  • Administrative support to the identified BRC teams
  • Track and support projects and progress
  • Communication with internal and external contacts
  • Meeting support including note-taking
  • Responsible for documentation, calendaring and scheduling
  • Physical labor and a can-do attitude are essential to success of the role
  • A superior customer service attitude is a must

This is a temporary, full-time position eligible for benefits, working out of our San Francisco office and Black Rock City, NV.

 

DUTIES & ESSENTIAL JOB FUNCTIONS

Administrative Support 

  • Provide administrative support for managers and key volunteer leadership
  • Maintain team calendaring and meeting scheduling
  • Manage and communicate timelines/deadlines to relevant teams and managers
  • Take notes at meetings as post to the appropriate areas as needed
  • Maintain team internal websites by ensuring all notes and pertinent documents/files are posted and available for review with the appropriate permissions
  • Prepare expense reports, check requests and track vendor payments for teams
  • Monitor team email lists to respond to questions and redirect email to appropriate leads and/or sub-teams
  • Manage technical interface for remote-participants in meetings (for example: Fuze, Zoom, Skype)
  • Lead purchasing trips including lifting and carrying supplies to various office and warehouse locations
  • Assist with room setup at headquarters and warehouse for off-hours volunteer work days, including moving furniture and boxes up to 40 lbs

Event Support                                                                                             

  • Support production and volunteer teams on-site with administrative support which may include radio management, resource permission distribution, access facilitation, printing and office supplies ordering and distribution, and handling minor personnel issues  
  • Inventory management including moving items up to 40 lbs to/from event site, headquarters and warehouse
  • Enter staff data for event access into the ticketing system and reviews team input for accuracy
  • Enter resource request data into the event system and reviews team input for accuracy
  • Enter logistics data into the event system and attends review meetings with event management
  • Compile team after-event reports and supports timely team completion

Volunteer Support                                                                                                 

  • Support volunteers in leading the team’s year-round volunteer-day activities
  • Track progress on volunteer work-day projects occurring in other cities, keep all volunteer leaders informed

Other Functions and Responsibilities 

  • Perform other duties as assigned.

LEARNING AND TEACHING

  • Documentation - Assists in the creation, publishing, and maintenance of process documentation related to their assigned duties.
  • Knowledge sharing – Helps acculturate and educate junior staff in Burning Man culture and business processes.
  • Training development - Collaborates with the education team to develop training materials in their area of expertise, as requested.
  • Learning – Pursues ongoing learning in their area of expertise, working to stay current on emergent knowledge, skills, and processes.

QUALIFICATIONS

Required

  • 2+ years of administrative support experience
  • Light project management experience
  • Strong oral and written communication skills
  • Strong computer skills, i.e., advanced knowledge of MS Word, Excel, Internet browsers, email clients, Google Suite and calendars
  • Ability to maintain personal integrity and uphold high standards of confidentiality
  • Detail oriented, with strong organizational skills
  • Strong ability to handle multiple projects and shifting priorities
  • Motivated self-starter
  • Professional demeanor conducive to representing Burning Man to a wide variety of participants
  • Works well under pressure
  • Must be able to attend twice-a-month evening leadership meetings
  • Must be able to attend to work weekends
  • Ability to adjust schedule seasonally to work at the Burning Man event held in Nevada

Preferred

  • Experience volunteering with the Café or other BRC team, particularly in a leadership capacity
  • Experience developing on-line databases
  • Enjoys the work of creating and managing structures and processes which support organization in a systematic way
  • It is helpful if the candidate has previously been to Burning Man and/or is familiar with its culture.

REQUIRED LICENSES/CERTIFICATIONS

  • Valid Driver’s License and Clean Driving Record

PHYSICAL REQUIREMENTS/WORK ENVIRONMENT

  • Off-playa:  Work is primarily sedentary in nature and need the ability to transport and lift items up to 40 lbs.
  • On-playa:  Work is primarily sedentary but will also include the need to find and meet with department representatives who may not be in the vicinity therefore this could include walking or using some form of transportation.  Some of the work will be in outside weather conditions and will be exposed to fumes or airborne particles as well as possible extremes in temperature. Need the ability to lift items up to 40 lbs.

ABOUT THIS ROLE

  • This position is a temporary, full-time role eligible for benefits, working at BMHQ in San Francisco, CA, and in Black Rock City, NV.
  • Burning Man is an equal-opportunity employer.
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