Office Manager
LHH is teaming up with a non-profit organization in Oakland, CA in search of an experienced Office Manager. This direct-hire role is exclusively on-site with moderately flexible working hours. This is a wonderful opportunity to make a difference in working with an organization that is dedicated to assisting the unhoused community.
The Office Manager will provide vital support to the executive leadership and administrative team. The role involves establishing efficient communication channels between the Executive Director and staff, overseeing correspondence, developing filing systems, and facilitating volunteer initiatives. Additionally, the Office Manager will assist with organizing board meetings, fundraising endeavors, and maintaining community calendars. Participation in team meetings and individual supervision sessions will be required on a weekly basis.
The ideal candidate has at least 4 years' recent experience as an Office Manager, ideally within a non-profit setting. They are proficient in Microsoft Office and are able to learn new systems quickly. They are personable, empathetic, and strongly believe in the mission of the organization. Kindly be aware that the Office Manager will need to feel at ease engaging directly with individuals at the shelter.
Key Responsibilities:
Facilitate seamless communication between staff and the Executive Director by identifying and implementing effective workflow systems.
Manage multiple calendars and schedules, arranging appointments in coordination with the Executive Director.
Maintain the agency and community calendars, ensuring accuracy and accessibility.
Prioritize incoming administrative mail and communicate urgent messages to the Executive Director.
Provide daily updates to the Executive Director regarding email, phone messages, and incoming mail, analyzing and highlighting actionable items.
Support the Executive Director with correspondence, including making phone calls, responding to emails, and drafting letters.
Conduct regular debriefings with the Executive Director, offering timely reminders and assistance with pending projects.
Assist in scheduling appointments and preparing meeting materials for the Executive Director.
Maintain a comprehensive database of key contacts and stakeholders.
Prepare agendas, attachments, and minutes for board meetings, and distribute relevant correspondence.
Record minutes during board conference calls and facilitate follow-up actions as necessary.
Provide insights and recommendations regarding budget management.
Assist with fundraising events and activities, including acknowledging individual donors and organizing proposal packets.
Recruit and train volunteers to support office operations as needed.
Manage various organizational processes.
Qualifications:
Bachelor's degree preferred, or equivalent experience.
Minimum of four years' experience in office management, preferably within a non-profit setting.
Proficiency in technology, including Microsoft Office Suite, Outlook, PowerPoint, Microsoft Teams, and Zoom. Paycom experience preferred.
Excellent communication and writing skills.
Strong organizational and multitasking abilities.
Demonstrated ability to work independently and efficiently.
Capacity to analyze work processes and prioritize tasks effectively.
Job Type:
Direct Hire
Location:
Fully on-site in East Oakland, CA
Hours:
Full time, regular office hours. Semi-flexible.
Salary:
$70,000-$75,000/year, depending on experience
Benefits:
Benefits include PTO, Medical, Dental, Vision, and 403b as well as a Meal service option.
Pay Details:
$70,000.00 to $75,000.00 per year
Search managed by:
Emily Sclar
Equal Opportunity Employer/Veterans/Disabled
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The Company will consider qualified applicants with arrest and conviction records subject to federal contractor requirements and/or security clearance requirements.
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