{"schemaVersion":"jobsearcher.job.v1","id":"5eb8d220f84fa6a8a33660ca","url":"https://jobsearcher.com/jobs/5eb8d220f84fa6a8a33660ca","canonicalUrl":"https://jobsearcher.com/jobs/5eb8d220f84fa6a8a33660ca","title":"Operations, Systems & Office Administrator","description":"About CatchLight CatchLight is a visual-first media organization that leverages the power of visual storytelling to inform, connect, and transform communities. Through fellowships, visual desks, trainings, and partnerships, CatchLight supports journalists and newsrooms in producing impactful visual journalism that advances equity and public understanding.\r\nPosition Overview The Operations, Systems & Office Administrator is a core operations role responsible for\r\nshared administrative and operational support across CatchLight\r\n. This position exists to strengthen organizational infrastructure, reduce operational friction, and ensure consistency across systems, tools, and workflows—allowing program staff to focus on strategy, content, relationships, and impact.\r\nReporting to\r\nAdriana Garcia, Chief of Staff\r\n, this role provides execution support for\r\nnon-program-specific administration and operations\r\n, including systems, office operations, governance support, and standardized workflows. While the role works across multiple programs,\r\nownership of program-specific work that requires program expertise remains with program staff\r\n.\r\nThis is a hands-on, service-oriented role. It does\r\nnot\r\ninclude people management or program management.\r\nScope & Role BoundariesThis Role Owns Shared systems administration and access management\r\nOffice administration and physical workspace operations\r\nBoard meeting logistics and administrative support\r\nStandardized operational workflows (events, trainings, convenings)\r\nCross-program administrative execution and logistics\r\nImpact data collection and tracking support (not evaluation strategy)\r\n* Outbound grant and application\r\nprocess administration\r\n(not content or selection)\r\nThis Role Supports (But Does Not Own) Program teams by executing clearly defined operational tasks\r\nBoard meetings and communications through logistical and administrative coordination\r\nEvents, workshops, and convenings through technical and logistical support\r\nNon-local impact reporting through data collection, organization, and summaries\r\nThis Role Does\r\nNot\r\nOwn\r\nCore Responsibilities1. Systems & Tools Administration Administer CatchLight's shared software and tools, including but not limited to:\r\nGoogle Workspace\r\nSlack\r\nZoom (meetings and webinars)\r\n1Password\r\nAsana\r\nAdobe\r\nPhoto Mechanic\r\nClockify\r\nManage user accounts, permissions, and access across systems.\r\nSupport onboarding and offboarding of staff, contractors, and consultants.\r\nProvide first-line help desk support (password resets, login issues, basic troubleshooting).\r\nMaintain clear internal documentation for systems, workflows, and recurring operational processes.\r\nCoordinate with external IT vendors and service providers as needed.\r\n2. Office Administration & Bay Area Operations Serve as the primary point person for day-to-day office operations in the San Francisco Bay Area.\r\nManage relationships with landlords, building management, and office vendors.\r\nOversee office supplies, equipment, shipping/receiving, and general upkeep.\r\nCoordinate office access, keys, badges, and shared resources.\r\nSupport logistics for in-person staff meetings, Board meetings, convenings, and visiting partners.\r\nAssist with health, safety, and accessibility needs related to the physical workspace.\r\nMaintain office documentation, inventories, and vendor records.\r\n3. Board Support & Governance Administration Provide administrative and logistical support for CatchLight Board and committee meetings.\r\nCoordinate meeting logistics, including scheduling, calendars, Zoom setup, and room setup for in-person meetings.\r\nPrepare and distribute Board meeting materials in coordination with the Chief of Staff and leadership team.\r\nManage Board calendars, contact lists, and shared document repositories.\r\nSupport meeting follow-ups, including notes distribution, action-item tracking, and document archiving.\r\nAssist with Board communications and logistics related to onboarding new Board members, retreats, and special sessions.\r\nBoard leadership, agenda-setting, and strategic communications remain with the Executive Director and Chief of Staff.\r\n4. Workshop, Training & Event Operations SupportOnline Workshops & Trainings (Local Program) - Manage\r\npost-session workflows\r\n, including:\r\nDownloading and archiving recordings\r\nUploading recordings to Vimeo and MediaStorm (including subtitles as needed)\r\nDistributing recordings and materials to participants, internal teams, and member newsrooms\r\nCollecting and organizing post-workshop survey data\r\nUpdating impact trackers with attendance, testimonials, and feedback\r\nPre-meeting planning, facilitator coordination, rehearsal support, and program-specific preparation remain with program staff.\r\nIn-Person Workshops & Convenings Coordinate logistical execution with the Senior Events Manager (venues, vendors, food, signage, WiFi, on-site needs).\r\nProvide on-site operational support before, during, and after events.\r\nSupport post-event surveys, reporting, and impact data collection.\r\n5. Impact Tracking & Reporting Support Maintain and update impact trackers and spreadsheets using defined frameworks.\r\nMonitor partner and fellow social media on a defined cadence for impact signals.\r\nSupport post-publication survey distribution and follow-ups for thematic visual desks.\r\nAssist with compiling impact summaries, testimonials, and case studies for internal learning and funder reporting.\r\nThis role supports data collection and organization; impact strategy and interpretation remain with program leadership.\r\n6. Outbound Grant Calls, Applications & Program Administration Provide administrative and operational support for grant calls, including:\r\nApplication intake and tracking\r\nScheduling review panels\r\nManaging timelines and documentation\r\nSupport Submittable and related application platforms.\r\nRespond to applicant logistical inquiries and maintain clear process communications.\r\nSupport onboarding for selected grantees by executing standardized workflows.\r\nMaintain accurate contact records, deadlines, and shared file structures.\r\n7. Additional Operational Support Maintain gear tracking spreadsheets and coordinate shipping and receiving of equipment.\r\nAssist with preparation and distribution of swag, signage, and materials for conferences, events, and Board meetings.\r\nSupport cross-program operational improvements and workflow standardization initiatives.\r\nQualifications 5+ years of experience in operations, systems administration, office administration, or organizational support roles.\r\nStrong familiarity with cloud-based tools (Google Workspace, Slack, Zoom, 1Password, etc.).\r\nExcellent organizational skills and attention to detail.\r\nService-oriented mindset with strong follow-through and problem-solving ability.\r\nAbility to manage multiple workflows and deadlines simultaneously.\r\nClear, proactive communicator comfortable working across teams and with senior stakeholders.\r\nAbility to work in person in the SF Bay Area as required.\r\nPreferred Experience Experience supporting Boards, senior leadership, or governance processes.\r\nExperience in a nonprofit, media, journalism, or small-organization environment.\r\nExperience supporting offices, events, and convenings.\r\nFamiliarity with impact tracking, surveys, or evaluation workflows.\r\nBasic understanding of security and access-management best practices.\r\nJ-18808-Ljbffr","company":"Socket","rawCompany":"socket","city":"Millbrae","state":"CA","isRemote":false,"isActive":true,"createdAt":"2026-08-12T00:45:47.062Z","occupations":[{"code":"43-6014.00","title":"Secretaries and Administrative Assistants, Except Legal, Medical, and Executive","slug":"secretaries-and-administrative-assistants-except-legal-medical-and-executive"},{"code":"11-3012.00","title":"Administrative Services Managers","slug":"administrative-services-managers"},{"code":"43-9199.00","title":"Office and Administrative Support Workers, All Other","slug":"office-and-administrative-support-workers-all-other"}],"industries":[{"code":"551114","title":"Corporate, Subsidiary, and Regional Managing Offices","slug":"corporate-subsidiary-and-regional-managing-offices"},{"code":"813410","title":"Civic and Social Organizations","slug":"civic-and-social-organizations"},{"code":"921110","title":"Executive Offices","slug":"executive-offices"}],"jobPosting":{"@context":"https://schema.org","@type":"JobPosting","title":"Operations, Systems & Office Administrator","description":"About CatchLight CatchLight is a visual-first media organization that leverages the power of visual storytelling to inform, connect, and transform communities. Through fellowships, visual desks, trainings, and partnerships, CatchLight supports journalists and newsrooms in producing impactful visual journalism that advances equity and public understanding.\r\nPosition Overview The Operations, Systems & Office Administrator is a core operations role responsible for\r\nshared administrative and operational support across CatchLight\r\n. This position exists to strengthen organizational infrastructure, reduce operational friction, and ensure consistency across systems, tools, and workflows—allowing program staff to focus on strategy, content, relationships, and impact.\r\nReporting to\r\nAdriana Garcia, Chief of Staff\r\n, this role provides execution support for\r\nnon-program-specific administration and operations\r\n, including systems, office operations, governance support, and standardized workflows. While the role works across multiple programs,\r\nownership of program-specific work that requires program expertise remains with program staff\r\n.\r\nThis is a hands-on, service-oriented role. It does\r\nnot\r\ninclude people management or program management.\r\nScope & Role BoundariesThis Role Owns Shared systems administration and access management\r\nOffice administration and physical workspace operations\r\nBoard meeting logistics and administrative support\r\nStandardized operational workflows (events, trainings, convenings)\r\nCross-program administrative execution and logistics\r\nImpact data collection and tracking support (not evaluation strategy)\r\n* Outbound grant and application\r\nprocess administration\r\n(not content or selection)\r\nThis Role Supports (But Does Not Own) Program teams by executing clearly defined operational tasks\r\nBoard meetings and communications through logistical and administrative coordination\r\nEvents, workshops, and convenings through technical and logistical support\r\nNon-local impact reporting through data collection, organization, and summaries\r\nThis Role Does\r\nNot\r\nOwn\r\nCore Responsibilities1. Systems & Tools Administration Administer CatchLight's shared software and tools, including but not limited to:\r\nGoogle Workspace\r\nSlack\r\nZoom (meetings and webinars)\r\n1Password\r\nAsana\r\nAdobe\r\nPhoto Mechanic\r\nClockify\r\nManage user accounts, permissions, and access across systems.\r\nSupport onboarding and offboarding of staff, contractors, and consultants.\r\nProvide first-line help desk support (password resets, login issues, basic troubleshooting).\r\nMaintain clear internal documentation for systems, workflows, and recurring operational processes.\r\nCoordinate with external IT vendors and service providers as needed.\r\n2. Office Administration & Bay Area Operations Serve as the primary point person for day-to-day office operations in the San Francisco Bay Area.\r\nManage relationships with landlords, building management, and office vendors.\r\nOversee office supplies, equipment, shipping/receiving, and general upkeep.\r\nCoordinate office access, keys, badges, and shared resources.\r\nSupport logistics for in-person staff meetings, Board meetings, convenings, and visiting partners.\r\nAssist with health, safety, and accessibility needs related to the physical workspace.\r\nMaintain office documentation, inventories, and vendor records.\r\n3. Board Support & Governance Administration Provide administrative and logistical support for CatchLight Board and committee meetings.\r\nCoordinate meeting logistics, including scheduling, calendars, Zoom setup, and room setup for in-person meetings.\r\nPrepare and distribute Board meeting materials in coordination with the Chief of Staff and leadership team.\r\nManage Board calendars, contact lists, and shared document repositories.\r\nSupport meeting follow-ups, including notes distribution, action-item tracking, and document archiving.\r\nAssist with Board communications and logistics related to onboarding new Board members, retreats, and special sessions.\r\nBoard leadership, agenda-setting, and strategic communications remain with the Executive Director and Chief of Staff.\r\n4. Workshop, Training & Event Operations SupportOnline Workshops & Trainings (Local Program) - Manage\r\npost-session workflows\r\n, including:\r\nDownloading and archiving recordings\r\nUploading recordings to Vimeo and MediaStorm (including subtitles as needed)\r\nDistributing recordings and materials to participants, internal teams, and member newsrooms\r\nCollecting and organizing post-workshop survey data\r\nUpdating impact trackers with attendance, testimonials, and feedback\r\nPre-meeting planning, facilitator coordination, rehearsal support, and program-specific preparation remain with program staff.\r\nIn-Person Workshops & Convenings Coordinate logistical execution with the Senior Events Manager (venues, vendors, food, signage, WiFi, on-site needs).\r\nProvide on-site operational support before, during, and after events.\r\nSupport post-event surveys, reporting, and impact data collection.\r\n5. Impact Tracking & Reporting Support Maintain and update impact trackers and spreadsheets using defined frameworks.\r\nMonitor partner and fellow social media on a defined cadence for impact signals.\r\nSupport post-publication survey distribution and follow-ups for thematic visual desks.\r\nAssist with compiling impact summaries, testimonials, and case studies for internal learning and funder reporting.\r\nThis role supports data collection and organization; impact strategy and interpretation remain with program leadership.\r\n6. Outbound Grant Calls, Applications & Program Administration Provide administrative and operational support for grant calls, including:\r\nApplication intake and tracking\r\nScheduling review panels\r\nManaging timelines and documentation\r\nSupport Submittable and related application platforms.\r\nRespond to applicant logistical inquiries and maintain clear process communications.\r\nSupport onboarding for selected grantees by executing standardized workflows.\r\nMaintain accurate contact records, deadlines, and shared file structures.\r\n7. Additional Operational Support Maintain gear tracking spreadsheets and coordinate shipping and receiving of equipment.\r\nAssist with preparation and distribution of swag, signage, and materials for conferences, events, and Board meetings.\r\nSupport cross-program operational improvements and workflow standardization initiatives.\r\nQualifications 5+ years of experience in operations, systems administration, office administration, or organizational support roles.\r\nStrong familiarity with cloud-based tools (Google Workspace, Slack, Zoom, 1Password, etc.).\r\nExcellent organizational skills and attention to detail.\r\nService-oriented mindset with strong follow-through and problem-solving ability.\r\nAbility to manage multiple workflows and deadlines simultaneously.\r\nClear, proactive communicator comfortable working across teams and with senior stakeholders.\r\nAbility to work in person in the SF Bay Area as required.\r\nPreferred Experience Experience supporting Boards, senior leadership, or governance processes.\r\nExperience in a nonprofit, media, journalism, or small-organization environment.\r\nExperience supporting offices, events, and convenings.\r\nFamiliarity with impact tracking, surveys, or evaluation workflows.\r\nBasic understanding of security and access-management best practices.\r\nJ-18808-Ljbffr","datePosted":"2026-08-12T00:45:47.062Z","dateModified":"2026-08-12T00:45:47.062Z","hiringOrganization":{"@type":"Organization","name":"Socket","sameAs":"https://jobsearcher.com"},"jobLocation":{"@type":"Place","address":{"@type":"PostalAddress","addressLocality":"Millbrae","addressRegion":"CA","addressCountry":"US"}},"identifier":{"@type":"PropertyValue","name":"JobSearcher","value":"5eb8d220f84fa6a8a33660ca"},"url":"https://jobsearcher.com/jobs/5eb8d220f84fa6a8a33660ca"}}