Administrative Operations Manager

3 weeks ago


Pittsburgh, Pennsylvania, United States Jefferson Regional Foundation Full time

The Jefferson Regional Foundation is a leading non-profit grantmaker dedicated to enhancing the health and wellbeing of the South Hills and lower Mon Valley in Pittsburgh, Pennsylvania.

This role provides high-level support to the Chief Executive Officer, overseeing project management for strategic initiatives and administrative functions. As a key liaison, you will facilitate effective communication with stakeholders, ensuring seamless operational processes and quality organizational effectiveness.

Key Responsibilities:

  • Leverage exceptional organizational skills to ensure the administrative function's smooth operation, including financial management tasks.
  • Improve operational systems, processes, and policies by supporting information flow and management, business process improvement, and organizational planning.
  • Assist the CEO with daily administrative duties, such as managing their calendar, composing correspondence, and compiling documents for meetings.
  • Liaise with the Accounting Consultant to guarantee timely agency reporting tasks.
  • Drive initiatives that contribute to long-term operational excellence within the Foundation.
  • Serve as the CEO's administrative liaison to the Board of Directors, coordinating Board meetings, committee meetings, and distributing meeting materials via email and the board reporting platform.
  • Attend Board and Committee meetings as directed, taking accurate minutes and transcribing them into official records.
  • Maintain confidential files and contact information for the Board of Directors.
  • Support the CEO's external commitments, including service on external boards, committees, and other groups.
  • Communicate with the general staff and assist with logistics for high-level meetings, conferences, and forums both internally and externally.
  • Track invoices and expenses, acquire necessary approvals, complete payment via the Foundation's online banking platform, and code credit card expenses in QuickBooks.
  • Maintain and purchase office supplies, serving as the primary contact for office vendors.

Requirements:

  • Bachelor's degree preferred, with a minimum of 5 years' experience in progressive administrative roles or an equivalent combination of education and experience.
  • Exceptional organizational and project management skills, with the ability to remain agile while working across functional teams.
  • Excellent strategic thinking, problem-solving skills, and political acumen to work effectively with the Chief Executive Officer, Board, and strategic partners.
  • Strong knowledge of infrastructure and operational functions, with the ability to leverage this knowledge for organizational success.
  • Ability to establish priorities, work independently, and proceed with objectives without supervision.
  • Knowledge of modern office systems and business communication, including letter format, style, and content.
  • High-level technology skills, including Microsoft Office Suite (Excel, Word, Outlook, PowerPoint) and Govenda.
  • Excellent verbal and written communication abilities.

Benefits and Compensation:

The Jefferson Regional Foundation offers a competitive compensation package, including a salary range of $58,000 - $65,000 annually, a hybrid work schedule, and opportunities for professional growth in a leading regional non-profit organization.

We are committed to creating a diverse and inclusive work culture.



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