Executive Assistant/Office Manager

October 11, 2022
  • Full Time
  • Main Office
  • 52000 USD / Year

Website Child Lane

Job Summary:
Under the direct supervision of the Program Director, the Executive Assistant/Office Manager is responsible for managing the front office including purchasing, facilities, vendor relations, and compliance. The Executive Assistant/Office Manager also provides administrative, marketing, fundraising, and board support to the Executive Director.

Front Office
• Ensure a welcoming, organized and clean environment.
• Answer and screen incoming calls, directing them to the appropriate staff members.
• Provide information to callers and visitors.
• Purchase and issue office supplies and equipment, maintaining current inventory.
• Coordinate facility/office repairs and maintenance.
• Work with vendors to secure bids and approvals.
• Provide general oversight of facility renovation projects.
• Act as liaison between vendors and the organization.
Program Support
• Purchase supplies and equipment for center-based programs, ensuring appropriate cost allocation.
• Maintain program records and documentation required by Title 22 and Title 5 regulations.
• Schedule substitute teachers and maintain compliance and cost documentation.
• Conduct annual facilities audit to ensure compliance with emergency procedures.
• Update the website.
• Prepare newsletters and social media postings.
• Submit press-releases as necessary.
• Provide support with editing and formatting outreach materials, manuals and other correspondence.
Board of Directors
• Prepare board correspondence and board meeting materials.
• Maintain board files and documents.
• Coordinate board meetings and events.
• Track donations and prepare donor “tax/thank you” letters.
• Maintain foundation grant files and donor software.
• Assist with the coordination of donor-related activities and events.

Performs other administrative duties as necessary
Local travel is required

• Associate’s Degree.
• 2 years of related work experience.
• Marketing and communications experience, preferred.
• Proficient in Microsoft Office suite (Word, Excel, Power Point, Publisher, and Photoshop).
• Excellent writing skills. Detail oriented.
• Ability to multi-task, work with minimal supervision, and meet set deadlines.
• Ability to solve problems effectively.
• Ability to maintain confidentiality and discretion.
• High degree of professionalism and accountability.
• Exceptional customer services skills.
• Excellent attendance and punctuality.
• Strong IT skills desired.

Physical Requirements:
Must possess mobility to work in a standard office setting and to use standard office equipment including a computer, stamina to maintain attention to detail despite interruptions, strength to lift and carry files weighing up to 10 pounds; vision to read printed materials and a computer screen, and hearing and speech to communicate in person and over the telephone.

Travel Requirements:
Local travel required.

To apply for this job email your details to hr@childlane.org

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