Administrative/Office Manager
2 weeks ago
We are seeking an Administrative/Office Manager to work collaboratively with all team members to support the mission of BSI. High level expectations are to ensure administrative goals are met while maintaining a high level of detail for each throughout the workday to reach the targeted goals. This position is a key link in supporting the efficient and smooth day-to-day operations of the organization.
Position Summary:Reporting to the Director of Operations and the Executive Director, the Administrative/Office Manager will work to provide administrative support to BSI as a whole, as well as providing specific integrated programfundraising, membership, events, and development team support. The Administrative Assistant has primary responsibility of managing phone calls/texts, database entry, donation/payment handling, acknowledgment correspondence, and state filings. Like all current staff, the Administrative Assistant will also support a variety of efforts, and must be highly organized, detail-oriented, flexible, and have the ability to work independently. This position is ideal for someone who is excellent at multitasking and has an interest in learning or increasing non-profit administrative and development skills.
Qualifications:
- A 4-year degree in a related field from an accredited college or university
- 1-2 years of administrative experience strongly preferred, preferably in development or
at a nonprofit organization. - Proficiency in Microsoft Office/Google Drive required.
- Proficiency in Nifty highly preferred.
- Proficiency in AirTable, preferred.
- Experience with state charitable registration/filing preferred.
- Detail-oriented, strong sensitivity to deadlines, multitasking ability, strong organizational
and problem-solving skills are a must. - Ability to work collaboratively with a team.
- Must be flexible and open to changing priorities and needs.
- Greets new members, triages incoming phone calls, and forwards emails/inquiries to appropriate staff members.
- Ordering and organization of office supplies/software
- Performs general clerical tasks as needed.
- Database management (e.g. updating new contact information, periodic audits to ensure
accuracy of the database, takes the lead on all donation and membership payment processing, including data entry into AirTable including online payments, and sending out acknowledgement letters) - Provides as-needed assistance with various events and meetings throughout the year including Board Meetings, 10th Anniversary celebration(s), and the Annual Summit.
- Reserves space and meals for staff and Board events such as monthly staff outings, Board Meetings, visitors, etc.
- Maintains relationships, placing and overseeing office/event work orders as needed.
- Arranges maintenance/coordinates support for major software, platforms or office equipment, including but not limited to liaising with vendors when an issue arises
- Prospect research (donors, grants, foundations, sponsors).
- Completes filings to maintain all state charitable registrations
- Ensures that BSI’s information on websites like Guidestar, Giving Common, and Charity Navigator are accurate and up to date.
- Other administrative, clerical, and project/programming duties as needed.
- Distributing surveys to members and conducting evaluations
- Coordinating with stakeholders in infrastructure to facilitate development
Skills & Abilities:
- Excellent written, verbal and interpersonal communication skills
- Practical experience writing and editing engaging content for a variety of
- communication platforms
- Ability to work with minimal guidance, prioritize work and handle multiple tasks
- under tight deadlines
- Demonstrates consistent excellent judgment
- Demonstrates ability to work collaboratively across an organization
- Demonstrates exceptional skill in G-Suite and/or Microsoft Office suite
- Ability to apply in-depth professional-level knowledge to independently solve a full range of problems
- Ability to work independently
- Ability to establish and maintain effective work relationships
- Ability to communicate effectively, both oral and written
- Ability to organize and coordinate multiple projects and ensure completion of
- requisite milestones within established deadlines
- Proficiency in English required, additional languages are preferred
- Relies on experience and judgment to proactively plan and accomplish goals
- A certain degree of creativity and latitude is expected
- Position reports directly to Executive Director
Examples Of Duties:
- Day to day communication - handles the day-to-day communications for the director; answers calls, takes messages, schedules meetings and writes letters or prepares draft emails/press releases
- Support/implement strategies to engage BSI’s diverse community of members in a wide range of sustainability education, networking, solution generation and economic mobility domestically and abroad
- Identify and communicate with members, event attendees and potential partners; responsible for creating, maintaining and updating the database for members, membership fees and keeping track of renewal dates. Monthly membership reminders along with monthly board minutes and announcements.
- Support review and analysis of campaigns, translating anecdotal or qualitative data into recommendations for greater membership engagement
- Assist in planning conferences and events, following up to confirm details re: venues, speakers, conferences and/or programming
- Identify, initiate and support the ED to maintain key relationships internally and externally re: strategic efforts for members of the Black Sustainability Network
- Manage and update key contact information for the news media, nonprofit and business organizations, elected officials, chambers of commerce and other agencies
- Manage calendar of events
PHYSICAL REQUIREMENTS:This role requires prolonged sitting and use of a computer and mouse. It may require 10% travel to conferences, events, and participate in trips on uneven trails with variable grades.
ADDITIONAL INFORMATION:This is a full-time position, with a 90 day probationary period. Candidate is preferably based in or near metro Atlanta, GA, for monthly onsite meetings and relationship-building. Remote work may be considered.
BSI business hours are generally Monday through Friday from 9:00 AM to 6:00 PM eastern time, with some flexibility.
A valid driver’s license is required. Periodic travel to locations for meetings and events may be required. Approved work travel will be either covered or reimbursed.
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