Under the direction of Project Inform’s Director of Operations, this position is responsible for 1) ensuring effective day-to-day operations to support the organization’s work to end the HIV and hepatitis C epidemics, and 2) providing administrative support to End Hep C SF, a collaborative initiative to eliminate hepatitis C in San Francisco, of which Project Inform is a leading partner. The Administrative Assistant oversees office operations and staff support for a nonprofit organization of 10 employees. In addition, the Administrative Assistant works closely with the leadership of End Hep C SF to coordinate End Hep C SF meetings and events, communications, and grants management (50% FTE). This position is funded 50% by Project Inform’s general operating support and 50% by a grant specifically for supporting the further development of End Hep C SF.

This position offers a competitive salary, consistent with experience and skills. It is a full-time and benefitted position, including 100% paid medical and dental insurance, flexible spending accounts, 401k and company match, generous vacation and sick leave in addition to 13 paid holidays, ability to bring well-behaved dogs to work on occasion, and respect for your work-life balance.

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. The Administrative Assistant will:

  • Respond to inquiries made to the Project Inform general email box and phone line.
  • Oversee day-to-day office management tasks of a small office: receiving visitors; handling routine inquiries; handling incoming and outgoing mail/packages; maintaining office supplies; upkeep of the space and its use.
  • Manage facilities, including contractor/vendor relations, maintenance and landlord relations.
  • Proactively streamline operations processes to ensure efficiency in effort and cost.
  • Facilitate communication with IT and other office consultants.
  • Manage equipment procurement, inventory and space planning.
  • Assist the Executive Director as needed.
  • Act as the primary point of contact for the staff needs and questions and provide answers and/or direct them appropriately.
  • Manage janitorial services provider.
  • Manage volunteer groups, including internship program.
  • Copy, assemble, and distribute materials for meetings and events.
  • Provide logistical coordination for various meetings and events, including coordinating space and ordering refreshments for attendees.
  • Create fliers and other outreach materials for End Hep C SF events.
  • Manage the online communications portal (GroupSite) for End Hep C SF partners, including enrollment, posting of meeting agendas and minutes, and sending of meeting reminders.
  • Manage social media accounts and engagement for End Hep C SF.
  • Assist with End Hep C SF grants management, tracking all due dates and reporting requirements and assembling and submitting grant proposals and progress reports.
  • Track End Hep C SF’s workgroup activities for evaluation and progress reports.
  • Invoice End Hep C SF’s fiscal sponsor for initiative-related expenses.
  • Manage the End Hep C SF budget document ensuring grant funds and expenses are accurately reflected.
  • Organize venues and call-in lines for End Hep C SF meetings and events.
  • Take notes at End Hep C SF meetings.
  • Take on special projects and assist when unexpected urgent matters arise.


Education/Experience Required

  • Associate degree or equivalent experience.
  • At least two to three years of administrative support experience.

Education/Experience Preferred

  • Bachelor’s degree or equivalent experience.
  • Grants Administration.

Other Skills, Knowledge, and Abilities

  • Ability to work both independently and collaboratively.
  • Adaptable and dedicated.
  • An expert multi-tasker who manages tasks efficiently and can prioritize like a champ.
  • An organizational pro who can always find a more efficient way and can economize while at it.
  • A quick learner and self-starter.
  • Two+ years of work experience in Office Management, Facilities Management, or similar roles/responsibilities.
  • Enthusiastic: Pride in your work shows in everything you do.
  • Excellent interpersonal and communication skills.
  • Strong computer skills (Word, PowerPoint, Excel, Google Apps, etc) required.
  • Exceptional time management, planning, problem solving and decision-making abilities.
  • Efficient, with strong attention to detail.
  • Ability to take charge in unexpected situations and deliver effective solutions.
  • Previous event experience a big plus.
  • Interest in HIV, hepatitis C, harm reduction, and/or social justice a plus.


  • Walk Occasionally
  • Sit Frequently
  • Handling / Fingering Occasionally
  • Reach Outward Occasionally
  • Reach Above Shoulder Occasionally
  • Climb, Crawl, Kneel, Bend Occasionally
  • Lift / Carry Occasionally – Up to 50 lbs
  • Push/Pull Occasionally – Up to 50 lbs
  • See Constantly
  • Taste/ Smell Not Applicable

Not Applicable Not required for essential functions 
Occasionally (0 – 2 hrs/day)
Frequently (2 – 5 hrs/day)
Constantly (5+ hrs/day) 

General Office Setting.  Dog friendly.

40 hours per week, occasional evening work (once or twice per quarter), and rare weekend hours (once or twice per year).

Interested individuals should submit a resume and cover letter for consideration to