Position Overview and Responsibilities
Reports to: Deputy Executive Director
Direct Reports: May periodically manage volunteers or interns
Employment status: Full-time
Our company is seeking a highly organized, detail-oriented self-starter to be our Office Manager. The Office Manager plays a critical role in ensuring the day-to-day business runs efficiently by overseeing office operations and supporting the staff, including taking ownership of things that are not the responsibility of other departments. Due to the nature of the position, the Office Manager will need to be in the office most days. Specific responsibilities include:
Office operations
· Ensure all office equipment is functioning, working with vendors as needed to resolve any issues
· Serve as the main point of contact with business vendors (e.g. IT, phone, copier, software services) and negotiate rates/contracts when needed
· Serve as the main point of contact with our landlord, distributing building information to the full staff and elevating issues to senior management when needed
· Order, organize, and maintain adequate office supplies and materials
· Manage the company's storage area for office and program supplies, ensuring it remains organized, materials can be found easily, and items are appropriately checked in/out
· Process mail and deliveries in a timely manner, scanning items, corresponding with other departments, and researching returned mail or other issues as needed
· Manage digital and physical files, contracts, etc. to ensure our staff can easily find information when needed, developing and enforcing internal processes as needed
· Prepare and manage annual budget for office expenses
Administrative support:
· Serve as the first point of contact with the public (visitors, general phone/email inquiries), answering their questions or connecting them with the appropriate staff person or partner
· Schedule meetings and manage the Executive Director’s and Deputy Executive Director’s calendars
· Serve as administrator for board management system (Onboard), ensuring board member information is accurate, meetings are loaded, materials are updated, and minutes are taken
· Handle logistics for quarterly board meetings and regular committee meetings, including food orders, testing A/V equipment, printing materials, and meeting related communications
· Print, assemble, and/or mail materials for staff as needed
· Perform other administrative duties or projects as assigned
Program support:
· Provide logistical support for programs (reserving facilities/equipment, ordering food and supplies, printing/assembling materials, testing A/V, etc.)
· Assist departments with special projects including data entry and research
Qualifications
Education and Experience:
· Bachelor’s degree required
· Minimum of 5 years of relevant professional experience
Technical Qualifications:
· Expert use of Microsoft Office Suite (Word/Excel/PowerPoint/Outlook/Teams) and Zoom
· Proficient use of Salesforce, Asana, Calendly, and Onboard preferred
· Highly comfortable with computer software, databases, and technology
Skills:
· High attention to detail and strong organizational skills
· Takes ownership of work they are responsible for and identifies what needs to be done without being told
· Ability to develop work plans and meet deadlines
· Ability to work independently and make well-reasoned decisions
· Ability to manage interruptions
· Ability to learn, follow, and enforce processes and procedures
· Initiative to resolve problems, recommend improvements, and implement solutions
· Self-awareness and receptivity to constructive feedback
· Ability to learn and adapt to new technology that supports office and program administration
· Positive, friendly, team-oriented attitude, excellent interpersonal skills, and proper telephone etiquette
· Excellent written and verbal communication (English), including correct grammar and spelling
· Ability to maintain and protect confidential information
· Knowledge of and passion for our project
· Ability to lift at least 25 pounds
