Now Hiring: Administrative Manager

Position Description

JOB DESCRIPTION:

The Administrative Manager oversees office operations and procedures, provides administrative support to the CEO and Executive Team, serves as liaison to board of directors and committees, and is primary interface in support of payroll, human resources and financial services with outside vendors (GrowthForce and Insperity).  The AM must possess solid experience in supporting Executive Team, Management and volunteer Boards of Directors, across multiple disciplines with demonstrated skill and strength in time management, attention to detail, records management, internal and external customer relations, written and oral communication, and the handling and maintenance of confidential and sensitive materials and data. Basic knowledge and understanding of bookkeeping and accounts receivables/payables desired. The AM organizes and coordinates executive and board outreach and external relations efforts. The AM must enjoy working within a small entrepreneurial environment that is mission-driven, results oriented and community focused.  The ideal candidate will have the ability to see and understand the big picture with an innate focus on detail; will have the ability to exercise good judgment in a variety of situations with strong written and verbal communication, administrative and organizational skills.  The Administrative Manager will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure while maintaining a realistic balance among priorities.

Specific Duties

Executive Support

  • Coordinate and manage extremely active calendar of CEO/Board/Committee meetings and appointments with internal and external stakeholders
  • Prepare meeting materials and follow-up as needed
  • Communicates directly with board and committee members, donors and others on behalf of the CEO/Executive Team
  • Researches, prioritizes and follows up on incoming issues, concerns, and matters related to CEO/Executive Team including those of sensitive or confidential nature. Determines appropriate course of action, referral or response
  • Works closely and effectively with CEO/Executive Team acting as a “barometer” having a sense for the issues taking place, keeping leadership informed and following up appropriately
  • Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
  • Other duties as assigned

Board Support and Liaison

  • Provides administrative support and serves as CEO interface with CTEF Board of Directors
  • Produce financial documents and other reports for monthly Board and Committee meetings
  • Distribute board and committee meeting agenda(s) and materials; coordinate meeting schedules and notifications
  • Record and file meeting minutes
  • Maintain historical board meeting materials, folder/binder, and other records
  • Maintains discretion and confidentiality in relationships with all board members
  • Adhere to compliance with applicable rules and regulations regarding board responsibilities, committee matters, meeting notices and other items as set forth in the corporate bylaws

Interface with Payroll, HR, Financial Services Vendors

  • Intake and deposit of all donations and other income
  • Manage incoming bills to include approvals and processing via online program for Bill.com
  • Act as primary liaison with financial services team at GrowthForce for handling AR/AP
  • Act as primary liaison with payroll and human resources services team at Insperity to include collecting time sheets and entering bi-weekly payroll information
  • Aid in the development, adherence and maintenance of board approved policies
  • Produce reports from payroll, QuickBooks and bill.com as needed

General Administrative/Office Management

  • Oversees contracts preparation and execution
  • Manage, maintain and ensure compliance with regulatory filings and registrations as required by local, state and federal agencies
  • Organize and lead on follow-up tasks from board and other meetings and as assigned to CEO and/or other staff members
  • Oversee operation and maintenance of office equipment, technology, and supplies
  • Research and oversee vendor procurement and relationships
  • Acts as reception including greeting guests, answering incoming calls and managing reception area
  • Manage organization’s subscriptions and insurance accounts
  • Support all staff in event and meeting planning and execution, as needed

Skills, Experience

  • Five years’ experience or equivalent providing administrative support to Executive level staff; experience working with community leaders and non-profit board members a plus
  • Strong oral, written, and interpersonal communication skills with the ability to build relationships with stakeholders, including staff, board members, external partners and donors
  • Exceptional organizational and time management skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail
  • Demonstrated proactive approaches to problem-solving with strong decision-making capability
  • Proficient in the following: Microsoft Office Suite (Word, Excel, Outlook); Acrobat Adobe; Internet Search; Social Media; Fundraising Database Management; QuickBooks Online
  • Demonstrated proficiency in working with technology
  • Ability and flexibility to handle competing priorities in a multi-task environment where interruptions are frequent
  • Highly resourceful team player, with the ability to also be extremely effective independently
  • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
  • Bilingual (English/Spanish Language) desired

Education:

  • Associate degree, or equivalent training and experience in Communications, Office Administration, Executive Assistant, Bookkeeping, Non-Profit Management, Business, Marketing preferred

Position is full time/non-exempt and offers comprehensive company sponsored benefits (health, dental, vision and life insurance benefits, and 401(k) match).

Send resume and cover letter to careers[at]CTESonomaCounty.org by EOD January 24, 2020.