Administrative Manager, Southern California

GRID ALTERNATIVES•Riverside, CA

7h•$75,000 - $85,000•Hybrid

About The Position

The Administrative Manager plays a critical role in supporting the Southern California Executive Director and ensuring the smooth, consistent, and efficient functioning of consolidated office operations across Inland Empire (IE) Riverside, Greater Los Angeles (GLA), and San Diego (SD). This role is foundational to maintaining strong internal systems, strengthening regional cohesion, and enabling staff to work effectively across a newly unified SoCal structure. The Administrative Manager collaborates closely with the GLA Administrative Manager to ensure aligned, streamlined, and accessible operational processes across all locations. As the Administrative Manager, you will help create the structure, coordination and day-to-day support that allows our teams to focus on the work that matters most- serving our communities. Your work will help create an organized, responsive and welcoming environment for employees, partners and the communities we serve.

Requirements

Minimum 5 years Executive Assistant and/or office management experience or equivalent experience
Results-driven, proactive, innovative; willing to embrace change and go the extra mile; positive, can-do attitude
Strong relationship-building, engagement, collaboration, and customer service; adept at problem-solving and dealing with diverse and difficult internal and external stakeholders
Excellent interpersonal, phone, and written communication skills. You must be able to work directly with internal and external stakeholders and communicate effectively and professionally via email, phone, and in formal written materials
Highly resourceful team-player with the ability to also be extremely effective independently
Highly organized, detail-oriented, and able to prioritize effectively in a demanding environment
Emotional maturity and intelligence
Adept at “managing up,” working behind the scenes, and taking direction
Proven ability to handle confidential information in a trustworthy and professional manner
Strong and broad computer skills, including Microsoft Office, Google Apps and MS Teams,
Salesforce.com or other CRM databases experience a plus
Equivalent combinations of education and experience may be considered where appropriate.

Nice To Haves

Salesforce.com or other CRM databases experience a plus

Responsibilities

Enhance the effectiveness of the SoCal Executive Director by proactively identifying administrative needs, anticipating roadblocks, and implementing solutions that improve efficiency and workflow.
Manage the Executive Director’s schedule, including calendaring, stakeholder coordination, and communications with internal and external partners.
Prepare Executive Director expense reports, credit card reconciliations, and where needed travel arrangements.
Track and execute follow-up with key contacts using Salesforce, supporting relationship management with donors, partners, and community stakeholders.
Maintain and refine Salesforce dashboards and reports used by the Executive Director.
Support the Executive Director with budget preparation, budget tracking, petty cash, invoicing, and preparation of accounting materials for headquarters (HQ).
Organize and support SoCal Advisory Committee/Board meetings, including agenda publication, document preparation, meeting setup, minute-taking, and follow-up.
Maintain the highest levels of discretion and confidentiality in all communications, materials, and relationships involving the Executive Director.
Support unified, efficient, and standardized office operations across all SoCal offices through direct leadership, system building, and cross-office collaboration.
Lead efforts to streamline and consolidate operational processes and budgets across IE, GLA, and SD to create consistent systems and shared procedures.
Partner closely with the GLA Administrative Manager to align operational workflows, divide responsibilities effectively, share best practices, and ensure consistency in how offices are managed.
Maintain regional operational documents and ensure that key resources are stored in standardized, accessible locations.
Support office safety, building needs, facilities coordination, and compliance across IE and SD, collaborating with GLA Admin Manager for region-wide alignment.
Serve as the IE and SD IT point of contact, providing basic IT support (computer setup, imaging, troubleshooting) and coordinating escalations to GRID’s central IT team.
Manage regional filing systems for IE and SD offices including AP documentation, licenses, insurance cards, vehicle registrations, and compliance filings.
Oversee ordering and inventory management for IE and SD office supplies, technology, outreach materials, and equipment; coordinate purchases with GLA Admin Manager to ensure regional efficiency.
Process and route office postal mail communications and correspondence.
Coordinate onboarding logistics for new hires (equipment, orientation resources, business cards, name tags) for SoCal Staff.
Support event planning and logistics for regional trainings, retreats, staff meetings, celebrations, and special projects.
Manage procurement of office equipment, furniture, and supplies; oversee office storage organization and office cleaning schedules.
Coordinate meeting setup and provide general administrative support to departments across the region.
Maintain an updated regional staff directory and ensure accurate distribution.
Produce a monthly SoCal staff update and contribute to broader internal communications as needed.
Collaborate on regional engagement efforts, including community building, culture initiatives, and staff connection activities.
Coordinate SoCal Advisory Committee/Board meetings, including meeting scheduling, agenda publication, document preparation, distribution, and minute-taking.
Maintain Advisory Committee/Board documentation within MS Teams.
Support Marketing & Communications with relevant updates tied to Advisory Committee/Board activity.
Embody and model GRID’s values, contributing to a culture of collaboration, inclusiveness, and accountability across the SoCal region.
Support and mentor junior or new administrative staff when needed.
Stay informed on GRID-wide and regional activities through active engagement in organizational communications and meetings.
Partner with the SoCal Executive Director, GLA Administrative Manager, and other regional leaders to strengthen cohesion, communication, and collaboration across the consolidated region.
Contribute to creating a team environment that is productive, supportive, joyful, and aligned with GRID’s mission.