Operations, Systems & Office Administrator

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.

Position Overview

The Operations, Systems & Office Administrator is a core operations role responsible for shared administrative and operational support across CatchLight . 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.

Reporting to Adriana Garcia, Chief of Staff , this role provides execution support for non-program-specific administration and operations , including systems, office operations, governance support, and standardized workflows. While the role works across multiple programs, ownership of program-specific work that requires program expertise remains with program staff .

This is a hands-on, service-oriented role. It does not include people management or program management.

Scope & Role Boundaries

This Role Owns

• Shared systems administration and access management

• Office administration and physical workspace operations

• Board meeting logistics and administrative support

• Standardized operational workflows (events, trainings, convenings)

• Cross-program administrative execution and logistics

• Impact data collection and tracking support (not evaluation strategy)

• Outbound grant and application process administration (not content or selection)

This Role Supports (But Does Not Own)

• Program teams by executing clearly defined operational tasks

• Board meetings and communications through logistical and administrative coordination

• Events, workshops, and convenings through technical and logistical support

• Non-local impact reporting through data collection, organization, and summaries

This Role Does Not Own

• Program strategy, design, or content

• Editorial or thematic decision-making

• Facilitator or grantee selection

• Program-specific communications or messaging

• Relationship ownership with funders, partners, or participants

• Interpretation of impact data, evaluation strategy, or Board-level strategy

Core Responsibilities

1. Systems & Tools Administration

• Administer CatchLight’s shared software and tools, including but not limited to:

• • Google Workspace

• • Slack

• • Zoom (meetings and webinars)

• • 1Password

• • Asana

• • Adobe

• • Photo Mechanic

• • Clockify

• Manage user accounts, permissions, and access across systems.

• Support onboarding and offboarding of staff, contractors, and consultants.

• Provide first-line help desk support (password resets, login issues, basic troubleshooting).

• Maintain clear internal documentation for systems, workflows, and recurring operational processes.

• Coordinate with external IT vendors and service providers as needed.

1. Office Administration & Bay Area Operations

• Serve as the primary point person for day-to-day office operations in the San Francisco Bay Area.

• Manage relationships with landlords, building management, and office vendors.

• Oversee office supplies, equipment, shipping/receiving, and general upkeep.

• Coordinate office access, keys, badges, and shared resources.

• Support logistics for in-person staff meetings, Board meetings, convenings, and visiting partners.

• Assist with health, safety, and accessibility needs related to the physical workspace.

• Maintain office documentation, inventories, and vendor records.

1. Board Support & Governance Administration

• Provide administrative and logistical support for CatchLight Board and committee meetings.

• Coordinate meeting logistics, including scheduling, calendars, Zoom setup, and room setup for in-person meetings.

• Prepare and distribute Board meeting materials in coordination with the Chief of Staff and leadership team.

• Manage Board calendars, contact lists, and shared document repositories.

• Support meeting follow-ups, including notes distribution, action-item tracking, and document archiving.

• Assist with Board communications and logistics related to onboarding new Board members, retreats, and special sessions.

Board leadership, agenda-setting, and strategic communications remain with the Executive Director and Chief of Staff.

1. Workshop, Training & Event Operations Support

Online Workshops & Trainings (Local Program)

• Manage post-session workflows , including:
  • Downloading and archiving recordings

• • Uploading recordings to Vimeo and MediaStorm (including subtitles as needed)

• • Distributing recordings and materials to participants, internal teams, and member newsrooms

• • Collecting and organizing post-workshop survey data

• • Updating impact trackers with attendance, testimonials, and feedback

Pre-meeting planning, facilitator coordination, rehearsal support, and program-specific preparation remain with program staff.

In-Person Workshops & Convenings

• Coordinate logistical execution with the Senior Events Manager (venues, vendors, food, signage, WiFi, on-site needs).

• Provide on-site operational support before, during, and after events.

• Support post-event surveys, reporting, and impact data collection.

1. Impact Tracking & Reporting Support

• Maintain and update impact trackers and spreadsheets using defined frameworks.

• Monitor partner and fellow social media on a defined cadence for impact signals.

• Support post-publication survey distribution and follow-ups for thematic visual desks.

• Assist with compiling impact summaries, testimonials, and case studies for internal learning and funder reporting.

This role supports data collection and organization; impact strategy and interpretation remain with program leadership.

1. Outbound Grant Calls, Applications & Program Administration

• Provide administrative and operational support for grant calls, including:

• • Application intake and tracking

• • Scheduling review panels

• • Managing timelines and documentation

• Support Submittable and related application platforms.

• Respond to applicant logistical inquiries and maintain clear process communications.

• Support onboarding for selected grantees by executing standardized workflows.

• Maintain accurate contact records, deadlines, and shared file structures.

1. Additional Operational Support

• Maintain gear tracking spreadsheets and coordinate shipping and receiving of equipment.

• Assist with preparation and distribution of swag, signage, and materials for conferences, events, and Board meetings.

• Support cross-program operational improvements and workflow standardization initiatives.

Qualifications

• 5+ years of experience in operations, systems administration, office administration, or organizational support roles.

• Strong familiarity with cloud-based tools (Google Workspace, Slack, Zoom, 1Password, etc.).

• Excellent organizational skills and attention to detail.

• Service-oriented mindset with strong follow-through and problem-solving ability.

• Ability to manage multiple workflows and deadlines simultaneously.

• Clear, proactive communicator comfortable working across teams and with senior stakeholders.
• Ability to work in person in the SF Bay Area as required.

Preferred Experience

• Experience supporting Boards, senior leadership, or governance processes.

• Experience in a nonprofit, media, journalism, or small-organization environment.

• Experience supporting offices, events, and convenings.

• Familiarity with impact tracking, surveys, or evaluation workflows.

• Basic understanding of security and access-management best practices.