Office Manager

Office Manager

Rays for Rare | Eagle, Idaho

Employment Type: Full-Time, 30–40 hours/week | Reports To: CEO

Schedule: Flexible to meet personal needs | Compensation: Commensurate with experience

Are You Our Next Office Manager?

Are you a highly organized, cheerful, and resourceful professional looking for an opportunity to make a real difference in your community?

We are a local nonprofit growing rapidly in our mission to bring uplifting support to medically fragile children and their families. We believe in supporting the whole family through their journey — through practical programs, community events, and a team that shows up with heart every day.

If you are detail-oriented, adaptable, and thrive in a dynamic environment where no two days look the same — we want to hear from you! The Office Manager is a vital part of our small but mighty team, keeping operations running smoothly so that our staff, volunteers, and programs can do their best work.

Duties & Responsibilities

Administrative & Office Operations

• Maintain organization of the office, including physical storage, filing systems, and shared digital resources Manage confidential records across client/family, donor, volunteer, financial, inventory, and event files. Follow and improve office workflow procedures to ensure maximum efficiency. Manage correspondence including phone calls, emails, letters, and packages Order office, activity and event supplies. Step in proactively to support staff and volunteers wherever the team needs help.

Systems Management & Reporting

• Serve as a primary administrator for key organizational platforms (see Systems section) Manage data entry, reporting, and record integrity across donor, event, and operational databases Generate regular reports on donor activity, event metrics, and organizational data. Maintain and update contact lists, mailing lists, and constituent records in Kindful. Identify opportunities to improve data processes and system workflows.

Event & Program Support

• Build and manage event registration and fundraising pages in OneCause. Assist with event coordination including set-up, takedown, and interaction with families and donors.Track RSVPs, auction items, donor pledges, and support post-event reconciliation and reporting. Support program staff in addressing family needs.

Communications, Marketing & Outreach

• Assist with the creation of digital and print materials using Canva and Adobe Support email marketing campaigns and communications through Mailchimp, including list management, scheduling, and basic performance tracking. Collaborate on the production of newsletters — drafting content, coordinating input from staff, and managing distribution Assist with social media content creation and scheduling, helping maintain a consistent and engaging presence across platforms Help maintain brand consistency across all communications, collateral, and outreach materials. Support donor outreach, sponsorship materials, and grant-related communications as needed

Project & Task Coordination

• Manage and maintain team workflows and project boards in Monday.com. Support staff in meeting deadlines, tracking deliverables, and coordinating follow-ups. Assist with grant tracking, donation records, and sponsorship documentation as needed

Systems & Technology

Proficiency in the following platforms is preferred. Candidates with a strong aptitude for learning new software are encouraged to apply.

• Google Workspace (Gmail, Drive, Docs, Sheets, Calendar) — daily use OneCause — event fundraising and auction management Kindful — donor CRM and constituent management Mailchimp — email marketing, campaign management, and audience segmentation Monday.com — project and task management Adobe Creative Suite — document creation and design Canva — graphic design for social media, print, and digital materials Social media platforms (Facebook, Instagram, or similar) — content scheduling and engagementAdditional platforms as organizational needs grow

Requirements & Qualifications

Required

• Minimum 2 years of experience in a professional office setting. Strong proficiency with Google Workspace; ability to quickly learn new software systems. Excellent organizational and time management skills with exceptional attention to detail. Outstanding written and verbal communication skills. Ability to interact warmly with a diverse group of individuals — from families we serve to executive community supporters. Proactive problem-solver with the ability to use sound judgment and resourcefulness. Strong multi-tasking aptitude; able to manage competing priorities with grace. Reliable, adaptable, and a true team player.

Preferred

• Previous experience as a Program Coordinator, Office Manager, or similar role. Small nonprofit or start-up experience is a strong plus. Hands-on experience with one or more: OneCause, Kindful, Mailchimp, Monday.com, Adobe, Canva Experience with nonprofit or community marketing — newsletters, email campaigns, and social media content creation is a significant plus. Familiarity with social media scheduling tools and basic analytics. Experience maintaining confidential records and client files

Who You Are

• You are the kind of person who notices what needs to be done — and does it without being asked. You bring warmth, calm, and organized energy to a busy and purpose-driven environment. You care deeply about the families and community we serve. You communicate clearly, follow through reliably, and lift up everyone around you. You find creative solutions and don't get discouraged when things shift.

To Apply

Email your resume to admin@raysforrare.org.

Timeline

This position will remain open through June 5, 2026. Candidates selected for an initial interview will be contacted the following week for a brief virtual conversation. Those advancing in the process will be invited for an in-person interview, with the goal of extending an offer to the selected candidate by June 16, 2026.

Rays for Rare is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.