Office Manager

The Virginia Beach Neptune Festival is seeking an experienced, team-oriented leader to serve as our full-time Office Manager. The Virginia Beach Neptune Festival is an independent 501(c)(3) nonprofit organization, producing more than 40 events per year. With an annual operating budget of $3.1 million, the organization contributes to the charitable, educational, cultural, recreational, and economic development of the Hampton Roads region. Its flagship event, the three-day Neptune Festival Boardwalk Weekend, alone annually generates $26.1 million in total economic impact.

Position Overview

The ideal candidate is outgoing, industrious, and detail-oriented, with proven experience managing both people and projects. Strong candidates will excel at prioritizing multiple tasks, communicating clearly in writing and speech, and working effectively with a wide range of partners and stakeholders.

The Office Manager is an in-person position and reports directly to the President & CEO.

Position responsibilities include:

• Office Operations: Serve as the primary point of contact for the office, answering and routing phone calls, general emails, and mail correspondence to appropriate staff. Manage office supplies, office equipment (printers, postage machine,) administrative and Board of Directors calendars, mail processing and distribution. Schedule routine maintenance and order furniture or materials as needed. Maintain relationships with building service vendors and manage service contracts.
• Administrative Support: Coordinate meetings, appointments, and staff events to include those of our Board of Directors. Maintain organizational records, including contracts, invoices, operational documents, meeting minutes, and compliance files. Assist with budget tracking, weekly deposits, processing invoices, and maintaining accurate expense documentation in coordination with the accounting team.
• Festival Events: Provide administrative and staff support for all events to include managing the command center during the annual Boardwalk Weekend, maintaining RSVP & registration lists for events, and supporting volunteer engagement.

Required Qualifications:

• Previous experience in management or supervisory role, such as office manager, executive assistant, retail manager, or similar.
• Excellent organizational and time management skills; resourcefulness and creativity in problem-solving; demonstrable proficiency in customer service skills.
• Ability to effectively communicate and interact with a wide variety of people and personalities.
• Proficiency in office software (MS Office Suite) and strong general computer literacy to include capacity to perform basic trouble-shooting processes as required.
• Availability to work infrequent event weekends and evenings as required.
• This position routinely lifts and moves materials weighing up to 50 pounds, standing for long periods of time, and occasionally working in an outdoor environment under varying weather conditions.

Desired Qualifications:

• Experience in office administration, operations, or event planning in a nonprofit or event-driven setting.
• Bachelor’s degree or 4 years of relevant experience.
• Proficiency with administrative tools such as CRM platforms and point of sale systems (Bloomerang, Square, Eventbrite).
• Basic bookkeeping and vendor management experience.

Requirements for Employment:

Candidates must have clear criminal and driving records and will be required to complete a criminal background check and DMV record review. A valid driver’s license is required. Applicants must be physically able to work outdoors in all weather conditions and meet the physical demands associated with the position, including working event days of up to 12 hours and walking and standing for extended periods. Flexibility to accommodate work related activities on weekdays in addition to occasional weeknights and weekends.

How to Apply:

Applications will be accepted via EMAIL ONLY. Candidates should submit cover letter and resume to careers@neptunefestival.com, subject “NEPTUNE FESTIVAL OFFICE MANAGER – APPLICANT LAST NAME.”

Salary Range:

$45,000–$55,000, commensurate with qualifications and experience.