Office Manager

3 weeks ago

Jacksonville, United States Leadership Jacksonville Full time

Company Description: Leadership Jacksonville is a non-profit organization that is committed to educating, connecting, and inspiring leaders from diverse backgrounds in order to build and strengthen their communities. We offer various leadership programs such as Leadership Jacksonville, Youth Leadership Jacksonville, Next Generation, and New Leadership Summit.


Job Summary:  The Office Manager is responsible for overseeing the daily activities of the office, including office operations and procedures. This position oversees record-keeping, document preparation, mail distribution, reception, bill or invoice processing, maintenance services, technical support, project coordination/scheduling, and other related internal operations.


Essential Duties and Responsibilities:

·     Provide high-level administrative support for all departments, including document preparation, forms completion, calendar management, travel arrangements, and events coordination.

·     Develop and implement procedures and policies for all administrative activities.

·     Assist with meetings and events preparation.

·     Attend board meetings, record, and prepare minutes.

·     Record incoming payments/donations, and complete daily electronic deposits.

·     Administer processes, including invoice processing, employee expense reports, reimbursements, and petty cash.

·     Maintain the office, equipment, and supplies including the purchase of supplies. Maintain inventory and serve as primary contact for vendors.

·     Coordinate resources to troubleshoot, determine the best solutions, and solve problems.

·     Perform database/office administration tasks, including data input, reporting, alumni support, and program/database upgrades.

·      Contribute to the development of processes and procedures.

·     Provide receptionist services for visitors, incoming phone calls, and general email inquiries.

·      Open and distribute mail. Prepare and coordinate bulk mailings including dues/volunteer mailing and yearbook mailing.

·     Assist at program and alumni events as needed.

·     Other duties as assigned.


Position Requirements:

·      Minimum of 3 years Office Manager or senior level Administrative Assistant experience.

·      Bachelor’s degree preferred.

·      Event experience preferred.

·      Must be personable and possess excellent oral and written communication skills.

·      Must be highly proficient in Microsoft applications including Word, Excel, PowerPoint, SharePoint, Bookings, Forms, and Adobe Acrobat.

·      Must have excellent grammatical skills, proofreading skills, and attention to detail.

·      Must have at least intermediate knowledge of QuickBooks, Authorize.net, NeonOne/DonorPerfect, Constant Contact, and Survey Monkey.

·      Must be efficient, dependable, and organized.

·      Must be able to work effectively as part of a team.

·      Must have excellent time-management and problem-solving skills, and be able to multi-task and prioritize work.

·      Must be able to successfully pass background check including drug screening.


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