Operations and Office Manager

Free Minds seeks an organized, tech-savvy, and systems-oriented Operations and Office Manager. The person in this role will be responsible for understanding the needs of the organization and creating and streamlining systems to keep everyone coordinated and supported. The Operations and Office Manager will play a critical role in logistical and administrative support to staff, reporting to the Deputy Director. This position requires extensive technology and systems experience for optimizing a very busy office. Successful applicants will be committed to racial equity, hardworking, strategic, creative, flexible, and collaborative.

Core Duties and Responsibilities

Office Operations & Systems

• Manage and troubleshoot all technology and technology systems for organization. Serve as the system administrator of company technology such as computers, phones, and printers, including managing inventory and coordinating maintenance, setting up new employees, and providing support to those employees and members that are less technically proficient.
• Identify creative new solutions for more efficient office systems and work with leadership to implement and train staff.
• Manage all daily office Operations and ongoing administrative support, including answering phones, processing mail, responding to the general inquiry email address, coordinating office calendars, ordering and managing supplies, and supporting senior staff with scheduling as needed.
• Coordinate all office space usage and hybrid office arrangement, including booking rooms for programming and staff needs, coordinating calendars, etc.
• Create a welcoming atmosphere at the office for all staff and visitors; maintain office beautification and organization, and coordinate donated books, program supplies, clothing, etc.
• Update and maintain standard operating procedures (SOPs) with respect to office and organizational policies, ensuring access and awareness for all staff.

Program Support

• Provide logistical and operational management for on-site events and gatherings for staff as needed, including arranging for space, scheduling, coordinating supplies, technology, and meals.
• Provide administrative support in organizing and maintaining member files.
• Manage all travel for staff and members including shared ride usage and out of town events.

Executive Support

• Support the Executive and Deputy Directors as needed with calendaring, meetings, communications, paperwork, expense reimbursement, etc.
• Support the Executive Director with preparation for Board and Committee Meetings, including scheduling, communication, and materials.

Qualifications and Competencies

Strong candidates may not check off all the boxes below; however, even if you don’t, we encourage you to apply if this job description is exciting to you.

• Commitment to advancing antiracism, equity, and inclusion required. Prior experience working with justice-impacted individuals and communities preferred.
• Keen awareness of multiple group identities and their attendant dynamics and ability to consistently bring a high level of self-awareness, empathy, and social skills to work and interpersonal interactions.
• 2+ years of experience in office management required; non-profit experience preferred. Experience providing support to executive-level staff and providing support across an office or multiple departments preferred.
• Strong comfort level with learning and utilizing technology required. Must have fluency in Microsoft Office, Google Drive, Zoom, and experience utilizing a CRM or database. Experience with Efforts to Outcomes (ETO), Canva, and Microsoft OneDrive preferred. Must be comfortable setting up, using, and troubleshooting hardware including phone systems, computers, printers, and other office equipment.
• Highly attentive to detail, proactive, and the ability to take ownership over processes and routine tasks.
• Excellent internal and external communication skills, including in-person, virtually, and in writing.
• Ability to work with multiple people and projects simultaneously and under pressure of deadlines and timelines.
• Ability to maintain a high level of discretion and professionalism while having access to sensitive and confidential information.
• Lived experience with the justice-system and/or prior experience working with justice-impacted individuals and communities a plus.

To apply, please submit a cover letter and resume to jobs@freemindsbookclub.org; include “Operations and Office Manager” in the email subject line.

Free Minds Book Club & Writing Workshop is an Equal Opportunity Employer that values and welcomes diversity in the workplace and strongly encourages all qualified persons to apply regardless of race, color, age, sex, marital status, sexual orientation, gender identity, gender expression, genetic information, credit information, pregnancy or parental status, family responsibilities, personal appearance, creed, military or veteran status, religion, ancestry or national origin, union activities, disability, or other status protected by applicable law.

Job Type: Full-time

Pay: $55,000.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan

Schedule:

• Monday to Friday

People with a criminal record are encouraged to apply

Ability to Relocate:

• Washington, DC 20009: Relocate before starting work (Required)

Work Location: In person