Office Manager

Position Summary The Office Manager plays a key role in ensuring the efficient and professional operation of the Foundation's office. This position serves as the central administrative support for the organization and works closely with the President/CEO and all departments including Finance, Program, Communications, and Donor Services. The Office Manager manages front office operations, provides administrative and clerical support, coordinates facility needs, and assists with board and committee logistics. This role requires strong organizational skills, attention to detail, and a commitment to excellent customer service while interacting with donors, volunteers, board members, and community partners. Key Responsibilities Office Operations & Reception Ensure the office opens and closes according to scheduled hours. Serve as primary receptionist, answering and screening phone calls, relaying messages, and directing inquiries to appropriate staff. Welcome and assist visitors, ensuring they are connected with the correct staff member. Process incoming and outgoing mail and deliveries. Maintain hospitality areas and oversee office supply inventory. Administrative Support Provide administrative and clerical support across departments including Finance, Program, Communications, and Donor Services. Maintain accurate filing systems and office records. Assist with scheduling meetings, preparing correspondence, and coordinating calendars across staff and governance boards. Assist with special projects and perform additional duties as assigned by the President/CEO or supervisor. Board & Committee Support Send meeting notices and reminders to Board members and committees. Prepare Board meeting packets and assist with drafting agendas in collaboration with the President/CEO. Attend Board meetings, take minutes, and distribute documentation. Maintain accurate committee lists and board rotation schedules. Database & Records Management Maintain and update records within the Foundation's database and other information systems. Track and log incoming donations. Update organizational records annually, including requesting partner agency board lists and other required documentation. Facility & Vendor Coordination Coordinate maintenance and repairs to ensure a safe and efficient office environment. Serve as the point of contact for vendors and service providers for both Foundation locations. Ensure proper maintenance of office equipment and coordinate service when necessary. Order supplies for office equipment and operations. Manage conference room scheduling and meeting space logistics. Meetings & Events Support Prepare materials for meetings and coordinate meeting logistics and accommodations. Assist with event preparation and hospitality arrangements. Volunteer & Donor Engagement Coordinate recognition cards and acknowledgements for volunteers and donors for birthdays, illnesses, and special occasions as directed. Inventory Management Maintain and update warehouse inventory spreadsheets. Education and Experience College degree or professional certificate in Business Administration, Nonprofit Administration, or related field , preferred. Relevant work experience in administrative support or nonprofit operations may substitute for formal education. Prior experience working in an office environment with multiple responsibilities is preferred. Skills and Qualifications Proficiency with Microsoft Office Suite , databases, and office technology including VOIP phone systems. Strong organizational and time management skills with the ability to manage multiple projects simultaneously. Excellent interpersonal and customer service skills with a professional demeanor. Ability to communicate effectively in person, in writing, and by telephone. Ability to maintain confidentiality when handling sensitive donor and organizational information. Ability to work independently as well as collaboratively within a team environment. Additional Requirements Must meet bonding and insurance requirements for employment. Valid driver's license required.

Pay:

$45,000.00 - $49,000.00 per year

Benefits:

401(k) 401(k) matching Dental insurance Flexible spending account Health insurance Life insurance Paid time off Vision insurance

Work Location:

In person