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Executive Assistant Office Manager

3 months ago

Loveland, United States CBTS Full time

Administrative Assistant and Office Manager


CancerFree KIDS is seeking a professional, organized and driven Administrative Assistant/Office Manager to provide administrative support to the Executive Director and Senior Leadership Team. This dedicated member of the team will be enjoy finding opportunities to enhance the productivity and efficiency of the team by providing high-level administrative support, represent the organization with professionalism and kindness, build strong relationships with key stakeholders, manage office operations, and assist with other duties as assigned.


Responsibilities:

Provide direct administrative support to the Executive Director.

  • Provide high-quality administrative support to the Executive Director to maximize the impact of the organization.
  • Assist in managing calendar with internal and external meeting schedules
  • Provide support in key administrative activities such as follow-up from meetings, donor stewardship activities, administration oversight and meeting management
  • Support the administrative management of the Board of Directors and other boards and committees
  • Manage agendas and documents for CFK staff meetings and other internal meetings. Document action items, send follow-up and track progress of completion.
  • Assist in organizing and prioritizing internal/external needs/demands to maximize capacity of Executive Director.
  • Support other administrative functions including but not limited to developing payroll timesheets, updating financial reports, and compliance related tasks.
  • Be a liaison between ED and CFK Staff team to streamline action items and deliverables.


Support senior leadership team in relationship management and revenue generation.

  • Track touch points with key stakeholders and identify opportunities for stewardship and engagement with top donors.
  • Assist in updating sponsorship proposals, acquiring sponsorship logos and other information required to fulfill sponsorship agreements.
  • Push reporting on donor information and initiate opportunities to steward key constituents.


Be the primary receptionist at the office and manage office operations including, but not limited to:

  • Phone/internet connectivity and office equipment management,
  • Inventory, storage and office supply management
  • Oversee confidential document management
  • Coordinate office operations and procedures, ensuring efficiency and compliance.
  • Assist in keeping the office organized and exuding a professional, welcoming experience.


Must Haves:

  • A high school diploma or equivalent is required, though a degree in business administration or a related field is preferred.
  • Proficiency in office software such as Microsoft Office (Word, Excel, PowerPoint, Outlook) and ideally CRM-related systems.
  • Customer-service oriented. Positive, whatever-it-takes to get the job done attitude.
  • Excellent verbal and written communication skills.
  • Professional phone etiquette and ability to interact confidently with executives, clients, and other stakeholders.
  • Ability to manage schedules, appointments, and travel arrangements for executives
  • Genuine care for our mission and for children with cancer and their families.


Additional characteristics for a successful candidate:

  • Experience in handling correspondence, drafting emails, memos, and reports.
  • Strong organizational skills to manage multiple tasks simultaneously.
  • Attention to detail in handling documents, records, and data.
  • Ability to prioritize tasks and deadlines effectively.
  • Strong listening skills and the ability to accurately relay information.
  • Ability to anticipate needs and proactively solve problems.
  • Resourcefulness in finding information and solutions quickly.
  • Capability to handle unexpected situations calmly and effectively.
  • Handling confidential information with utmost discretion and integrity.
  • Strong interpersonal skills to build relationships and work effectively with colleagues, clients, and external contacts.
  • Ability to work under pressure and meet tight deadlines.
  • Professional appearance and demeanor.
  • Understanding of business etiquette and protocol.
  • Previous experience in administrative roles or as an executive assistant is preferred.
  • Demonstrated success in administrative supporting functions, minimum 2 years+