Office Manager

Purpose: Provides administrative support to the Chief Executive Officer (CEO), Operations and Leadership Team, and Board of Directors of Nonprofits First, Inc. Responsibilities include greeting visitors; answering calls; managing calendars; meeting and event arrangements; preparing reports and financial data; office management; working with and supporting staff members, vendors, and clients. Requires strong computer, website and Internet skills, flexibility, excellent interpersonal skills, project and program coordination, and the ability to work well with all levels of management and staff, as well as external clients, members, and vendors. Confidentiality is required.

Office Manager Duties and Responsibilities:

• Manage the day-to-day administrative operations of Nonprofits First, Inc.
• Provide administrative support for management, staff, and Board members.
• Manage and maintain State of Florida reporting for all contract vendors, Affiliates, etc. according to State of Florida guidelines.
• Plan and schedule internal and external meetings (conference room management), appointments, education and professional development classes, including but not limited to: reserving rooms; room set-up; purchasing, setting up and cleaning up; assisting with registration; preparing materials for distribution; setting up presentations; ensuring equipment (computer for presentations, etc.) is functional; maintaining related Outlook Distribution Lists and Main Calendar entries.
• Coordinate Board meetings, communications (electronically and other), Board minutes, meeting room and/or Zoom set-up, and all related activities.
• Prepare internal and external presentations, reports and materials that may be highly visible, sensitive, and/or confidential.
• Manage vendor scans for all Nonprofits First payments and invoices.
• Organize and maintain all files and records (paper and electronic).
• Coordinate, prepare and edit correspondence, reports (staff reports), presentations, etc. for all departments.
• Oversee and maintain www.pbcjobs.org/501cjobs.org, update new members, reply to organizations expressing interest, assist current ATS clients, engage in the marketing efforts, and maintain the business system(s) related to the website.
• Manage recurring credit card expenses and receipts; ensure that the CEO expense and credit card statement reports are approved, etc.
• Prepares daily/weekly deposits and checks - Create deposit slips and record payments to prepared spreadsheet.
• Human Resource (HR) Support - conduct new employee onboarding; complete and verify orientation checklist and provide relevant materials and information such as organizational chart, telephone and group distribution list, phone set-up, computer set-up, photos, and biography for website, etc.
• Revise, update, and maintain all Nonprofits First policy and procedure manuals as directed and assigned.

Requirements:

• Associates degree in general business, Business Administration, or related degree and five or more years of executive-level administrative assistant experience.
• Excellent computer and software skills required in Microsoft Office applications including Excel, PowerPoint, Teams, and Word. Constant Contact, Canva, and QuickBooks is a plus.
• Demonstrated strong organizational, planning, time management, interpersonal, and customer services skills to work effectively within a complex and rapidly changing environment, to simultaneously manage a wide range of responsibilities, and to perform a variety of duties with frequently changing priorities and deadlines.
• Excellent verbal, non-verbal and written communication skills, logical thinking, judgment, and sound decision-making with the ability to think and work independently. Attention to detail and accuracy is critical.
• Extensive experience and skills in report writing, editing, and preparation.
• Ability to demonstrate initiative, effectively prioritize, and multi-task.
• Demonstrated skill in analyzing and resolving problems that require both independent thought and action and resourcefulness in consulting others as appropriate while consistently exercising discretion and observing confidentiality with tact and diplomacy.
• Experience working in a nonprofit organization in an administrative capacity a plus.
• Bilingual capability (Spanish or Haitian Creole) is a plus.

Job Posted by ApplicantPro