The Internet Archive is seeking a dynamic, strategic, and mission-driven Administration and Operations Lead to help steward our staff and grow our global network of supporters, partners, and collaborators. In close partnership with the Founder, this role champions our mission of Universal Access to all Knowledge making it freely accessible - forever.

Supports the different groups at the Internet Archive (Archive-it, Wayback Machine, platform engineering, Digitization). This entails proactively supporting the directors, employees, volunteers, visitors, patrons, and donors. This role is to bring together our communities to have consistent and positive interactions with the Internet Archive through all of our activities.

This role is based in San Francisco, requiring regular in-person presence at Internet Archive HQ.

Responsibilities:

Create plans and keep costs low in the everflowing never-dull adventures that come with operating an organization that is actively engaged in multiple ongoing initiatives.

Administration Leadership

• Oversee day-to-day administrative functions across departments, including office operations, facilities (4 buildings), and vendor management.

• Lead administrative support staff and (if applicable) coordinate their scheduling and workload.

• Assist with onboarding/offboarding processes in collaboration with HR and IT.

• Coordinate travel arrangements, corporate events, and team logistics.

• Support financial processes such as purchasing approvals, invoice approvals, and expense reports.

• Contribute to culture-building initiatives and employee experience improvements.

• Serve as a go-to resource for resolving day-to-day operational issues.

• Oversee shared contacts and ensure they are up to date.

• Coordinate all onsite Media engagements.

• Develop and manage a comprehensive Volunteer Program.

• Manage booking and logistics for biweekly performers for all staff meetings.

• Manage and train an existing team of 5 and recruit new members as needed.

Support for the Founder

• Provide the Founder with operational support, including administrative support and content and writing contributions.

• Serve as an ambassador for the organization including greeting outside partners, donors and other key stakeholders.

Event Leadership

• Manage Events in the Bay Area and beyond and serve as a point of contact/ambassador at 300 Funston.

• Manage the calendar of events, including reviewing and approving external events for alignment with the organization.

• Oversee the coordination of additional staffing needed for events including A/V, catering, cleaning.

• Coordinate guest logistics: accommodations, meals, tours, and entertainment.

• Organize/support annual and seasonal in-person events including:

  • Planning and production of the annual October Celebration, including a hybrid live-streamed show, catered events, and a public street party.

  • Holiday parties (in-person and virtual).

  • Public Domain Day and its short film contest.

  • Dweb Camp support.

  • IA sponsored events like Aaron Swartz Day, Foresight Vision Weekend, Eckercon.

• Ensure the daily event-readiness of our 300 Funston location, coordinating the resetting of the rooms, the supplies and the general overall upkeep of the facility.

• Deliver and maintain high standards for on-site A/V services and technical support.

• Collaborate on management, marketing and support for all Internet Archive events.

Requirements:

• Bachelor’s degree.

• Exceptional organizational skills with strong attention to detail.

• Excellent written and verbal communication abilities.

• Proficient in managing logistics, budgets, timelines, and vendor contracts.

• Confident leading cross-functional teams and collaborating with senior leadership.

• Proficiency in event platforms (e.g., Zoom, Eventbrite) and productivity tools (e.g., Google Workspace, Slack, Jira).

• Experience with Apple products, A/V support, digital media tools and livestreaming.

• Mission-driven and people-centered, with a passion for building community.

• Excellent interpersonal and relationship-building skills, with the ability to navigate challenging personalities and manage complex situations with professionalism and tact.

• Comfortable with ambiguity and able to problem-solve on the fly.

• Experience producing both in-person and virtual/hybrid events.

• Willing to work evenings and weekends for event coverage.

• Calm under pressure, flexible, and able to manage multiple priorities.

• Must be able to lift and carry up to 25 lbs. and help with event setup and teardown.

Benefits & Perks:

The Open Staffing Foundation offers a comprehensive benefits package, including PTO, paid holidays, medical, dental, and vision benefits, health savings and flexible spending accounts, commuter benefits, short-term and long-term disability coverage, and retirement programs.

At the Open Staffing Foundation, we believe our best work happens when diverse perspectives come together. We strongly encourage applications from individuals in groups underrepresented in the tech and library industries. We are proud to be an equal-opportunity employer, committed to fair employment practices regardless of race, color, religion, national origin, age, sex, marital status, ancestry, disability, genetic information, veteran status, gender identity or expression, sexual orientation, or any other characteristic protected by federal, state, or local law.