Office Manager and Administrative Assistant

PRIMARY RESPONSIBILITIES

Office Management:

• Oversee daily office operations and ensure a clean, organized, and efficient work environment.
• Manage office supplies inventory and place orders as needed.
• Coordinate maintenance and repair of office equipment and facilities.
• Implement and maintain office policies and procedures.
• Take initiative in problem-solving and improving office processes.

Administrative Support:

• Provide high-level administrative support and assistance to the Executive Director, Board of Directors, and other assigned leadership staff.
• Schedule and coordinate meetings, appointments, and travel arrangements.
• Prepare and edit correspondence, reports, and presentations.
• Manage incoming and outgoing mail and email communications.
• Transcribe meeting minutes and maintain a strong relationship with the Board of Directors by managing their calendar and communications.
• Schedule and attend meetings on behalf of executives, taking notes and recording minutes.
• Receive incoming communication or memos on behalf of senior staff, review content, determine importance, and summarize and/or distribute contents to appropriate staff.

Financial Administration:

• Assist with basic bookkeeping tasks, including processing invoices and expense reports.
• Maintain accurate records of financial transactions and prepare financial reports as needed.
• Coordinate with the finance team to ensure timely and accurate financial management.
• Prepare independent financial audits, compliance, and licensing documents.

Event Coordination:

• Assist in planning and organizing events, workshops, and meetings.
• Coordinate logistics, including venue booking, catering, and materials preparation.
• Manage event registrations and communications with participants.
• Prepare equipment and manage operations of hybrid meetings.

PHYSICAL DEMANDS

• Prolonged periods of sitting at a desk and working on a computer.
• Must be able to lift up to twenty-five pounds at times.