Office Services and Events Administrator

Office Services And Events Administrator

Palo Alto, CA Gordon and Betty Moore established the foundation to create positive outcomes for future generations. Guided by this vision and the Statement of Founders' Intent, the foundation fosters path-breaking environmental conservation, scientific discovery, and preservation of the special character of the San Francisco Bay Area. We strive to make significant and durable impacts on the world. Together, we work to honor the vision of our founders and serve as stewards of the resources they have entrusted to us. We establish specific strategies based on advice from experts, identify partners who share our goals and measure results along the way. We build relationships and fund work in areas where we hope to make significant impacts; and we know that working together expands our ability to drive meaningful change.

The foundation is seeking an Office Services and Events Administrator to help deliver a high-quality workplace experience through responsive, detail-oriented support across reception, office operations, event execution, and administrative coordination.

Serving as a central point of contact for staff, visitors, and vendors, in this role you'll help create a welcoming, well-run, and well-supported workplace. You will also provide administrative and project support to the Communications team and serve as administrative back-up to the CAO team's Executive Assistant.

This position blends workplace experience, office operations, event coordination, and administrative support and is ideal for a proactive, service-oriented professional who thrives in a dynamic environment. The Office Services and Events Administrator contributes to both the day-to-day staff and visitor experience and the effective functioning of the Communications team, supporting productivity and fostering connection and community in a workplace that reflects the foundation's values.

This is a full-time, non-exempt position based in Palo Alto, California, at the Moore Foundation's main office. Foundation staff are required to work and reside within a reasonable driving distance of the Palo Alto office. In this role, you'll work onsite Monday Friday with the flexibility to work between the hours of 7:30am - 4:30pm, with occasional earlier mornings or evenings in support of foundation events.

What You'll Do

Office Services and Reception

• Deliver a high-quality, hospitality-driven office experience for staff and visitors; ensure reception and shared spaces are professional, welcoming, and consistently guest-ready. Support achievement of department measures of a high-quality workplace experience.
• Serve as the primary point of contact for employees, guests, and vendors by managing reception coverage, including answering and routing incoming calls, coordinating visitor arrivals, and providing clear, accurate information with discretion and appropriate confidentiality.
• Welcome external guests to the office, including bringing them to conference rooms and providing beverages as requested.
• Maintain caf, kitchens, conference rooms, and common areas to a consistently high standard, ensuring cleanliness and service readiness throughout the day. Keep beverages, snacks, coffee service, and office supplies continuously well stocked; maintain espresso machines; and proactively reorder essential items to prevent shortages.
• Oversee food and beverage offerings, ensuring a variety of options, and incorporating dietary considerations and seasonal, cultural, and thematic touches as appropriate. Proactively solicit staff feedback and continuously enhance caf and kitchen offerings, presentation, and overall experience.
• Manage catering logistics for staff breakfasts, lunches, and periodic meetings with internal and external guests, including on-site setup and breakdown. Maintain the staff business lunch sign-up form and calendar, ensuring a consistent rotation of restaurant and catering options and incorporating holiday and cultural elements as appropriate. Ensure lunch-related content is up-to-date on MooreCentral and in In Case You Missed It. This includes access to the sign-up sheets and posting of the menus.
• Coordinate incoming and outgoing mail, packages, and deliveries. Scan and route invoices for approval and help ensure timely processing.
• Support the design, ordering, and inventory of foundation promotional/swag items for both individual teams and all staff. Ensure consistency with foundation branding guidelines. Communicate foundation policies regarding promotional/swag items.
• Provide back-up support when the Facilities Manager is not available, serving as the point of contact for building related issues/emergencies, and being the liaison between the Facilities Manager and maintenance vendors.
• Provide ad hoc administrative support to various departments when workload allows, including shipping packages; certified mailings; document printing, scanning, and processing; and ordering office supplies.
• Provide rotational PTO coverage and back-up administrative support for the CAO's team Executive Assistant and other administrative colleagues at the foundation as needed.
• Provide as-needed support to the Administrative Liaison to the Board by assisting with travel arrangements, board material shipping, and in-person meeting room and catering logistics.
• Contribute to the foundation's administrative team peer-sharing and cross-training efforts.
• Ensure a warm, engaging office environment through thoughtful touches such as seasonal dcor and employee-focused enhancements.
• Build community at the foundation by organizing onsite staff social and community-building activities.
• Participate in the foundation's Community Fund team, which identifies local non-profits for foundation contributions. (voluntary)

Meeting and Event Execution

• Coordinate logistics for internal and external on-site foundation events, including staff meetings, convenings, in-office weeks, team gatherings, and other special events, serving as the lead for select events and providing support for events led by other teams or stakeholders as needed.
• Partner with internal stakeholders/event host to ensure events are well-organized and align with objectives, foundation policies, and budget considerations. Proactively identify risks, present options and recommendations, and confirm key decisions with the event owner before proceeding. Accountable for implementing direction from internal event hosts.
• Develop and maintain event plans, timelines, and checklists to ensure high-quality, seamless delivery and consistent execution across events.
• Lead end-to-end event execution as appropriate, including planning, vendor coordination, catering, preparation of printed materials and nametags, setup, tear-down, and on-site management. Anticipate needs and proactively resolve issues to ensure a smooth and professional event experience.
• Manage and maintain the foundation-wide staff events calendar to support effective planning, coordination, and communication of events across the organization. Coordinate monthly foundation DISH groups. Ensuring consistency of information between foundation's events calendar in Outlook and what is posted to MooreCentral.
• Provide information and recommendations to external guests regarding travel, lodging, and related logistics. Periodically assist with arrangements when appropriate.

Communications Team Support

• Monitor View email address on click.appcast.io, View email address on click.appcast.io, and View email address on click.appcast.io inboxes twice a day, routing incoming messages to the appropriate foundation staff member. Review and route unsolicited grant inquiries received by mail.
• Process, track, and file Communications team contracts and invoices.
• Manage and maintain team file systems in Box, ensuring documents are well-organized, consistently named, and easily accessible.
• Coordinate logistics for monthly in-person Communications meetings (e.g., sometimes held off site, lunch outside office, source learning/activity materials).
• Coordinate the foundation's book club activities including solicitation of ideas, selection of book list and facilitators, scheduling meetings, purchasing and distribution of books to participants, keeping the foundation's intranet site, MooreCentral, page up-to-date.
• Create a weekly grant highlight for the staff "In Case You Missed It" e-mail.

What You Bring

Qualifications

• 5+ years of relevant experience across office operations, event planning and execution, and administrative support.
• High school diploma or equivalent; additional training in office administration or a related field is a plus.
• Demonstrated success in coordinating or leading events, managing multiple priorities, and delivering consistently high service in a fast-paced environment.
• Advanced computer skills and demonstrated experience with calendaring software, email and other applications including Outlook, Word, Excel, PowerPoint, Box and Zoom meeting management. Working knowledge of Concur and Microsoft Teams is a plus.

Competencies

• Demonstrates a professional, welcoming, approachable, and service-oriented demeanor, with a strong commitment to creating a positive and high-quality experience for staff, visitors, and external partners.
• Maintains a high degree of organization and attention to detail, effectively managing multiple priorities, deadlines, and competing demands while ensuring work is completed accurately and efficiently.
• Communicates clearly, professionally, and effectively in both written and verbal interactions, building strong working relationships across all levels of the organization.
• Applies sound judgment and a proactive, resourceful approach to anticipating needs, identifying solutions, and resolving issues independently while knowing when to seek guidance.
• Takes initiative, follows through on commitments, and assumes responsibility for delivering

Gordon and Betty Moore Foundation