Global Kids Office Manager

 Position Summary: 

Global Kids (GK) is dedicated to educating, inspiring, and mobilizing youth to become proactive global citizens who are actively engaged in the world and well-prepared for their future endeavors. We are seeking a dynamic and organized Office Manager to oversee day-to-day operations at our headquarters. As a non-profit organization dedicated to empowering youth for global citizenship, the ideal candidate will contribute to the success of our programs and general support operations. The ideal candidate for the Office Manager role at Global Kids should possess a creative mindset, demonstrating innovative solutions to enhance office efficiency and support program objectives. 

Reporting to the VP of Operations and IT, the Office Manager will bring creativity and motivation to enhance efficiency, collaborate with cross-functional teams, and maintain a well-structured office environment. This schedule is likely to change based on the needs of the organization. 

Responsibilities include: 

HQ Operations: 

• Manage day-to-day operations at the Global Kids Head Office by overseeing and supporting all administrative duties in the office and ensure that the office is operating smoothly.  
• Maintain facilities and equipment, ensuring a high standard of functionality; oversee the scheduling of any repairs or maintenance needs. 
• Oversee office security, distributing office access keys, maintaining access logs, and liaising with key building staff. 
• Receive and sort incoming mail and deliveries and manage outgoing mail. 
• Manage office supplies inventory and place orders as necessary.  
• Ensure HQ operations and systems are running smoothly and efficiently by consistently reviewing internal operating systems.  
• Maintain internal records, such as sign-in sheets, phone directory, and organizational charts, amongst others. 
• Interface with external vendors in the arenas of construction, office space design, electrical work, and plumbing. 
• Ensure all databases and password logs are kept up-to-date 
• Be the designated Fire Warden for the office and take part in Fire Drills and training as required. 
• Coordinating office and programming staff activities to ensure maximum efficiency. 
• Oversee adherence to office policies and procedures 

Office and Program Assistance: 

• Execute purchasing requests for offices and programs. 
• Organize and arrange logistics for Global Kids events and school sites, as needed. 
• Assist with student and staff travel arrangements. 

• Assist with the purchasing needs of all departments within the organization. 
• Perform general administrative functions and provide general operations support as needed 
• Keep all purchasing systems up to date.  
• Ensure all accounts payable for the Operations department are kept up to date.  
• Ensure key vendor relationships are maintained. 
• Ensure the Staff list is kept up to date along with all digital resources for staff are accessible and maintained. 

Training, Troubleshooting and Support: 

• Maintain a training calendar to onboard new Staff on all systems and services at GK.  
• Create and maintain all service tickets related to institutionally owned devices and maintain loaner fleet. 
• Ensure all devices and systems in HQ are up to date and maintained (Printers, workstations, access control, A/V, Conference room systems).  

Qualifications: 

• A bachelor's degree in information systems, business management, or a related area is preferred. 
• Minimum of two years of administrative management experience in a professional setting with exposure to operations, general, and technical support. 
• Familiarity with office procedures, budgeting, and project management. 
• A passion for the Global Kids mission, and social justice, and a desire to work in a youth-friendly environment, with cross-cultural sensitivity and respect for diversity in all forms. 
• Strong organizational skills for managing day-to-day operations, coordinating tasks, and maintaining an efficient office environment. 
• Effective communication is key to interacting with staff, vendors, and clients. Written and verbal. 
• Attention to detail, ensuring accuracy in administrative tasks, financial records, and other responsibilities. 

• Efficient time management is essential to juggle multiple tasks and responsibilities effectively. 

Skills: 

• Excellent IT and computer skills including demonstrable experience with 

• Microsoft Office 365 
• Adobe Creative Suite 
• Web 2.0 Applications (ERP suites, HRIS systems, databases, access control).  

• Ability to interact professionally and effectively with individuals at all levels of the organization, including partners, outside vendors, and GK students and visitors/ interviewees. 
• Mature, energetic, and creative self-starter with the ability to thrive in a fast-paced environment. 
• Must have exceptional organizational skills, and ability to work effectively under pressure and meet deadlines. 
• Prioritize and manage multiple tasks, with the ability to anticipate upcoming needs. 
• Able to work both independently and as a member of a team. 
• Able to maintain strict confidentiality, especially when it involves personnel matters and HR. 
• Possesses a keen desire to learn, along with a strong attention to detail and follow-through. 
• Must be a self-starter and driven 
• Excellent verbal and written communication skills 

Global Kids, Inc. is an equal-opportunity employer. We are committed to a policy of equal treatment and opportunity and do not discriminate against employees or applicants for employment based on race, sex, color, national origin, religion, age, citizenship, mental or physical handicap or disability, marital status, sexual orientation, pregnancy, military or veteran status or any other characteristic protected by law.  

We continue to support and promote equal employment opportunity, human dignity, and racial, ethnic, and cultural diversity.