Office Administrator

Department: Operations

Reports to: Operations Manager

Job Title: Office Administrator

Classification: Salary, Exempt

Rate of Pay: Starting at $50,000 per year with salary negotiable commensurate with experience

Position Status: Full-Time

Work Location: Charlotte, NC

Team Principles

In the performance of their respective tasks and duties, all employees are expected to reflect the following organizational values about our work:

-         We are committed to working to the best of our abilities to provide the highest possible service to Veterans, caregivers, donors, and partners.

-         We are committed to meeting deadlines, with or without direct supervision, and being responsive to requests from constituents and colleagues.

-         We are committed to upholding the highest standards of respect and cooperation in our professional relationships with other employees, vendors, and donors.

-         We are committed to working effectively and collaboratively as a contributor on all team assignments.

-         We are committed to engaging in active communication and coordination of work efforts with other employees and organizations.

-         We are committed to working independently with self-discipline and accountability.

Job Summary

The Office Administrator is responsible for the general administration of The Independence Fund’s office to include performing clerical and administrative tasks in support of daily operations. The Office Administrator will additionally provide high-level support to the Chief Operating Officer and the Deputy Chief of Operations by assisting with their inboxes, calendar management, meeting facilitation, travel arrangements, and communications. This role reports directly to the Operations Manager. Their duties include answering and transferring incoming phone calls to employees, greeting visitors and vendors, sorting and delivering mail to employees, and maintaining cleanliness and organization within the office to include the restocking of refreshments and office supplies. The Office Administrator will also work with the Professional Employer Organization (PEO) to establish programs and services to enrich, cultivate, nurture, and expand the talents and capabilities of staff through employee training and coaching.

Duties and Responsibilities

-         Perform general administrative and clerical tasks which support daily operations;

-         Provide high-level support to Operations Department leaders or other senior leaders;

-         Manage calendars, inboxes, travel, and communications with efficiency and confidentiality;

-         Coordinate internal and external meetings, events, and follow-ups;

-         Attend meetings, take meeting notes or minutes, and distribute notes to members;

-         Prepare correspondence and event materials;

-         Screen phone calls, emails, mail, and visitors and redirect to staff;

-         Sort and deliver mail to staff;

-         Greet visitors and vendors when they arrive;

-         Order, stock, and organize office stationary and refreshments;

-         Maintain services or memberships when assigned;

-         Assist Independence Fund employees when requested.

Competencies

-         Exceptional confidentiality and organizational abilities;

-         Excellent written and oral communication skills;

-         Strong organizational and management skills;

-         Facility in the use of the Microsoft Office suite software;

-         Ability to establish and maintain excellent working relationships with supervisor, co-workers and volunteers;

-         Passion for serving Veterans and their families;

-         Results-driven and solutions-oriented.

Relationships

The Office Administrator reports directly to the Operations Manager. The Office Administrator will additionally take direction from the Chief Operating Officer, Deputy Chief of Operations, or other executives when necessary. Collaborative relationships with all employees are required in order to perform the enumerated job duties.

Education and Experience

-         A bachelor’s degree is required;

-         1-2 years of similar experience is required;

-         1 year of providing executive support is preferred;

-         Demonstrated ability to work in an office setting with multiple departments;

-         Demonstrated ability to multi-task and manage a workload efficiently.

Working Requirements

This is a full-time “plus” position;

-         Working hours vary but generally coincide with the organization’s business hours of 9 am to 5 pm. However, attendance at events and other demands of the position will require flexibility and the willingness to work non-traditional hours;

-         This job is performed in a corporate office environment;

-         Ability to travel is required;

-         A valid driver’s license is required;

-         Ability to pass a background check.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice.

This position will be based out of the organization’s headquarters located at 412 Louise Avenue, Charlotte, North Carolina.

This is a full-time salaried position with benefits to be negotiated based on qualifications and experience.