Operations Coordinator, Contract Position [until end of 2020]

IDEO is a global design and innovation company focused on creating positive impact through design. We take a human-centered, design-led approach to helping organizations in the public and private sectors innovate and grow.

Orbia is a global conglomerate focused on ensuring food security, reducing water scarcity, reinventing the future of cities and homes, connecting communities around the world to global data infrastructure, and expanding access to health and wellness with advanced materials. Its companies maintain operations in 41 countries, with more than 22,000 employees.

Orbia's Lighthouse is a joint venture between IDEO and Orbia, leveraging IDEO’s depth in design expertise and Orbia’s depth in engineering, materials, and manufacturing to stand up and scale innovative new business ventures. Orbia's Lighthouse is located within IDEO’s San Francisco office and is made up of both IDEO and Orbia employees to create a unique ‘third’ culture focused on creativity and innovation.

Heading into 2020, we are looking to formalize an operations and coordination role to support the growth and evolution of the lab in the following key areas:

  • Recruiting, Staffing and Onboarding:

    • Work with talent acquisition and lab leadership teams to coordinate and facilitate the interview, evaluation, and selection process of full-time and contract employees
    • Support the onboarding process – be a welcoming presence and ensure new lab employees and contractors are onboarded to lab policies, processes, and cultural norms
  • Scheduling and Meeting Logistics:

    • Schedule and support meetings, convenings and connections between Orbia stakeholders, Lighthouse team members, and outside experts and consultants

      • Schedule meetings, coordinating with a range of global stakeholders across multiple time-zones
      • Think through and ensure meeting logistics are on point, including booking and setting up rooms, arranging for catering, and coordinating preparation of meeting materials
  • Basic Financial Operations:

    • Understand and document expense and invoicing policies and guidelines
    • Categorize Orbia and IDEO expenses into appropriate categories
    • Review and manage lab expenses to ensure compliance with guidelines before invoices are sent to clients
    • Prepare quarterly expense and utilization reports
  • Information Storage Systems:

    • Set up and maintain folder structures and file storage practices so information can be easily accessed by current and new team members
  • Connect Dots Across Lab Activities, Workstreams and Initiatives:

    • Build and maintain a master calendar of lab activities, projects and events in service of keeping everyone in the lab aligned and informed
  • Marketing and Communications:

    • Work with Lab leadership to maintain lab social channels (external and internal) and other communication channels as needed to generate buzz and excitement about the work and culture of the Lighthouse

Details:

  • Contract // 30-40 hours per week depending on need
  • Some remote work possible [with Lab Director approval]

Desired Experience:

  • 2-3 years of operational/project management experience - preferably in a creative environment
  • Experience implementing and maintaining simple but effective information storage systems
  • Basic financial management experience
  • Excitement about being part of, building, and maintaining a creative culture