September 3, 2019
The Office Manager will play a crucial role in maintaining a welcoming, productive, and supportive office environment that contributes to the overall success of the Buell Foundation. The Office Manager is the first point of contact for the Foundation and will also oversee a range of tasks and projects that ensure the smooth and efficient operation of the Foundation’s office, located in Denver, CO. The ideal candidate is an energetic professional who enjoys wearing multiple hats. The incumbent has extensive experience handling a wide range of administrative and executive support tasks and is able to work independently with little or no supervision. Lastly, the ideal candidate is well-organized, flexible, proactive in completing tasks without direction, and enjoys the administrative challenges of supporting an office of diverse people.
This position reports to the Executive Director.
- Act as the first contact for the Foundation, including receiving visitors and answering phones. This includes opening the office daily at 8:30 a.m. and closing the office at 5:00 p.m.
- Professionally and courteously greet all guests, using good judgment to provide excellent customer service.
- Respond to initial inquiries from potential grantees.
- Direct inquiries and information to appropriate team members.
- Provide logistical support and planning for internal and external meetings.
- Process incoming and outgoing mail.
- Manage work areas to maintain a professional image and to ensure office efficiency.
- Serve as primary contact with property management for all building-related issues.
- Maintain shared staff calendar and conference room calendar.
- Proactively manage vendor relationships for items such as office equipment, supplies, furniture, and other services in accordance with company purchasing policies and budgetary restrictions.
- Maintain shared data/file organization and management, including confidential information.
- Conduct initial troubleshooting of the phone system, copy machines, postage machine, and computer network.
- Coordinate meetings and special events for the board and staff, including the annual board dinner and retreat.
- Curate and maintain reference library.
- Assist in the onboarding process for new hires.
- Professionally represent the Buell Foundation in all interactions.
Executive Assistant and Administrative Support:
- Provide high-level administrative support to the Executive Director, Controller, Director of Programs and the program team.
- Provide specific support to the Executive Director, including appointment calendar management; scheduling travel; compiling expense reports; conducting initial research on assigned projects; and maintaining various handbooks and files related to policies, procedures, and current projects.
- Compose and distribute communications with key internal and external stakeholders.
- Screen and organize materials for Executive Director’s review.
- Provide assistance to and act as a liaison to Board Members as directed by Executive Director.
- Assist with assembly and delivery of board books to Trustees.
- Provide project management, special research, and administrative support for special projects of interest to the Board and the Executive Director.
- Create and maintain accounts payable and investment files.
- Review invoices and prepares all accounts payable checks.
- Prepare grant checks and ACH payments in collaboration with the Grants Manager.
- Record and make bank deposits.
- Coordinate with Grants Manager in obtaining appropriate signatures for checks and foundation documents.
- Other duties, as assigned.
Knowledge, Skills and Abilities
- Excellent organizational, time-management, and interpersonal skills.
- High proficiency in Microsoft Word, Excel, PowerPoint, and Outlook (email and calendaring).
- Strong verbal and written communication skills, including professional telephone and office etiquette, planning, proofreading, drafting, and editing correspondence and reports.
- Ability to efficiently multi-task, work under pressure, handle frequent interruptions and meet deadlines.
- Ability to work independently, take initiative, identify problems, analyze information, and implement solutions.
- Ability to compose professional and timely correspondence, financial reports, and excel spreadsheets.
- Must handle confidential information with discretion and produce high-quality work with attention to detail.
- Regular and reliable attendance are requirements of this position.
- Bachelor’s degree preferred.
- Minimum of four years of high-level office management and/or administrative assistance at an executive level required.
- Experience in the nonprofit sector preferred.
- Experience in using the full range of word processing software.
- Experience in office management and program/project management.
- Experience and comfort working in a small office that is team-oriented, mission-driven, and strives for excellence.
- Office hours are Monday through Friday 8:30 a.m. to 5:00 p.m. in the Denver office.
- Professional office environment.
- Workload will fluctuate due to deadlines and changing priorities.
- Extensive keyboard and computer monitor use.
- Exposure to sensitive and confidential information.
- Physical demands may involve lifting materials and equipment up to 25 pounds.
- Travel in personal vehicle is required as needed to complete duties of this position.
- Occasional evening and weekend work may be required.
- This is an exempt, full-time position.
- Pay is commensurate with experience. The Buell Foundation provides a generous benefits package, including paid vacation and sick leave, medical insurance, dental insurance, and retirement plan.
- Deadline Date: September 20, 2019 or until filled.
- All applications should be emailed to Kelly Costello (firstname.lastname@example.org). Please include “Buell Office Manager” in the subject line of emails. Applications should include the following:
- A cover letter detailing the applicant’s match with the position requirements
- Preferred salary range
- Contact information for three business references, one of whom is/was an immediate supervisor with firsthand knowledge of applicant’s professional abilities
- No phone calls, please.
- The Buell Foundation is an equal opportunity employer. We encourage applications from individuals from a variety of backgrounds. We are committed to building and retaining a diverse team with attention to race, color, national origin, sex, sexual orientation, gender identity, age, veteran or disability status.