Administrative and Office Manager

Administrative & Office Manager

LocationWashington, D.C.

Job TypePart Time

• Status: Regular, Part-Time (20-25 hrs/wk), non-exempt
• Salary Range: $36,000 – $47,000/year

The Administrative & Office Manager reports to the Executive Director.

Key Responsibilities:

Executive Support (25%)

• Provide administrative support to the Executive Director, including scheduling meetings both internal and external
• Coordinate meeting dates for the board Executive Committee, co-chairs calls, and other board related meetings as needed
• Provide travel and hotel arrangements and process expense reports
• Maintain updated board governance documents, including minutes
• Support the Executive Director in preparing board meeting documents
• Other tasks as requested

Office Management (25%)

• Manage office (virtual and in-person) vendors, including renewal management, subscriptions, office equipment, and approval of invoices
• Liaise with building management as needed
• Manage proper insurance (property, casualty, directors and officers)
• Manage internal, operational IT requests including laptop management and oversee improvements to virtual office systems
• Manage annual review of staff policy forms
• Maintain updates to document processes, create new processes as needed, and keep them updated (i.e. onboarding/offboarding)
• Assist with shipping items to conference and other on-site programs

Financial Management (25%)

• Collect (from the City Parks Alliance office) and process checks, invoices, and employment related documents
• Provide support to ED and finance consultant in preparation for annual budget
• Provide support for preparation of annual 990 and annual audit by compiling the necessary paperwork
• Ensure banking protocols are in place (i.e. signatory cards)

Fundraising & Development Support (15%)

• Manage annual state registrations needed for fundraising
• Coordinate with Assistant Director, Membership, to add contacts to Salesforce after Executive Director’s meetings
• Assist in processing membership when needed
• Generate individual donor acknowledgement letters

Staff Management Support (10%)

• Manage weekly staff meetings by issuing agendas and scheduling
• Coordinate logistics for bi-annual staff retreats
• Provide support to HR consultant regarding health insurance renewals and other insurance coverage
• Provide support in partnership with HR consultant for onboarding and offboarding of employees

Qualifications and Skills:

• Minimum of 3 years supporting a C-level executive, preferably in a nonprofit organization
• Previous experience as an office manager required
• Some experience or familiarity with HR processes preferred
• Experience supporting staff with IT assistance
• Knowledge of QuickBooks, Salesforce, Excel; experience with other office software and virtual collaboration tools a plus
• Bachelor’s degree in Business Administration, Communications, or related field
• Highly organized with a strong attention to detail and follow-through
• Excellent interpersonal and communication skills
• Proven ability to handle sensitive and confidential information with discretion
• Ability to sit for extended periods and occasionally lift up to 10-15 lbs

Compensation:

• Annual Salary: $36,000 – $47,000/year (20 – 25 hours/week)
• 7 days per year vacation (first two years with increases thereafter)
• 6 days per year sick leave

City Parks Alliance maintains a physical presence at 1777 Church Street, NW, Washington, DC, and applicants must be based in the Washington, DC region to visit the office weekly. Options for hybrid work are available.