JOB SUMMARY

Under direct supervision of the VP of People and Culture, the Office Manager oversees the daily operations of the Council physical office and is the first point of contact for internal and external parties, providing extraordinary customer service and communication. They will take proactive ownership of the corporate calendar, coordinating complex meetings and projects by collaborating directly with key stakeholders, compiling, and organizing high volumes of information, and plan ahead to manage time effectively. This role requires superior attention to detail, the ability to meet tight deadlines, great organizational skills, and the ability to juggle multiple critical requests. A high level of integrity and discretion in handling confidential information and professionalism in dealing with senior professionals inside and outside the Council is important. They will possess the ability to complete complex tasks and projects quickly with little to no guidance, to anticipate needs and priorities, react with appropriate urgency to situations that require a quick turnaround, and to take effective action without having to know the total picture.

JOB RESPONSIBILITIES

Office Management:

• Answer telephone calls and emails from customers and clients, directing them to relevant staff.

• Monitor office supplies and coordinate with other departments to order new stationery, furniture, appliances, and electronics as needed.

• Function as a liaison with building management to ensure the office is clean, safe, and appliances are in good working order. Coordinate usage of conference center and rooftop as needed.

• Assist with AV needs, hoteling, and locker use for staff.

• Coordinate food ordering and delivery for on-site events.

• Be on-site a minimum of 3 days per week.

• Lead the way in using various office equipment and software, including spreadsheets, email, databases, and IP secure encrypted communication protocols.

• Create, control, and provide updates to logistics preferred Supplier and Contractor Databases.

• Serve as the office receptionist as required.

• Receive physical mail (USPS, FedEx, and UPS). Open and scan mail and email the scan to the appropriate staff member.

• Assist in running larger print jobs for staff, either on the internal printer or through FedEx Printing services.

Human Resources Support:

• Update and maintain the JEDIB SharePoint Site.

• Populate Viva Engage with People and Culture tips for effective virtual workforce management.

• Maintain the People and Culture SharePoint site, including the Employee Resource Library.

• Maintain electronic and physical personnel folders.

• Lead the yearly all-staff retreat project team.

• Pull reports and provide general analysis from ADP and UDEMY.

• Coordinate new employee onboarding process.

Administrative Duties:

• Partner with the CEO Executive Assistant to maintain, create, and disseminate a company calendar of events.

• Assist with travel arrangements, meeting room bookings, and off-site all-employee meetings.

• Facilitates cross-divisional coordination of travel and outreach plans as directed by the CEO.

• Organize and coordinate staff and external meetings, moderate on-site videoconferences, and manage incoming and outgoing mail.

• Prepare and circulate meeting minutes in an agreed timeframe.

• Serve as the central point of contact with external shipping vendor.

Other duties as assigned.

KEY RESPONSIBILITIES

• Adheres to Council Policies and Procedures.

• Learn and sustain knowledge of all Council programs and services.

• Provide excellent customer service to all Council stakeholders.

• Work with and across departments to develop and maintain a collaborative team relationship.

• Maintain a high quality of confidentiality.

• Establish an annual professional development plan with goals that are monitored on a quarterly basis.

• Other duties as assigned.

REQUIRED QUALIFICATIONS

• Associate degree in business or a related field or equivalent; additional certifications as an administrative professional will be a plus.

• 3 to 5 years of work experience as an Office manager, Executive assistant, or administrative assistant. Related experience in nonprofit sector a plus.

• Excellent written and verbal communication skills, including the ability to draft correspondence and other communications quickly with minimum direction.

• Strong attention to detail, excellent organization, execution, and consistency with a high degree of quality in work.

• Self-starter with demonstrated ability to work both independently and within a team; ability to work under pressure, prioritize, anticipate upcoming needs, propose solutions, and multi-task.

• Fluency in Spanish a plus.

• Demonstrated ability to coordinate and facilitate the completion of large administrative projects in a timely manner, including meeting strict deadlines.

• Ability to represent the Council professionally, maintain confidentiality, and manage sensitive matters with discretion and diplomacy.

• Proficiency with Microsoft Excel, Word, and Power Point; demonstrated computer literacy.

• Proactive and service-oriented but easy-going personality.

Physical Demands:

Note: The physical demands described herein are characteristic of those that must be met to successfully perform the essential functions of this position. Constantly operates a computer. Regularly required to maintain a stationary position, move about the office, determine what others have said or written, and frequently converse with others and exchange accurate information.

Regularly required to sit, stand, bend, reach, and move about the office. May also include occasional bending, stooping, squatting, and/or pushing and pulling or moving, e.g., to pack, unpack, and/or move cases. Required to move, raise, reach, and/or retrieve binders, books, boxes, and files up to ten (10) pounds (lbs.). Sporadically, could be responsible to move, raise, reach, and/or retrieve binders, boxes, cases, and/or files weighing as much as 25 lbs. (Assistance may not always be available.)