Position Summary - NO PHONE CALLS PLEASE
The Office Manager & Executive Assistant to the CEO plays a key dual role in supporting the daily administrative operations of the organization while providing high-level support to the CEO. In a senior meal program environment, this position helps ensure smooth office operations, strong communication with donors and community partners, and effective support for leadership in advancing the mission of serving seniors.
Key Responsibilities
Executive Support
· Manage the CEO’s calendar, projects, timelines, schedule meetings, and coordinate appointments.
· Prepare correspondence, reports, presentations, and board meeting materials.
· Assist with board meeting packets, communications, meeting agendas, minutes, and follow-up tasks.
· Serve as liaison between CEO, board members, donors, and community partners.
· Handle confidential information with professionalism and discretion.
· Support donor acknowledgment letters and executive-level communications.
· Assist with Annual Appeals
Office Management
· Oversee day-to-day office operations and administrative systems.
· Maintain equipment and vendor relationships.
· Coordinate incoming and outgoing mail, including donation processing support.
· Maintain organized digital and physical filing systems.
· Assist with invoice tracking, expense reports, and coordination with the Controller.
· Office management duties include tracking office supplies, troubleshooting technology problems, and coordinating with outside vendors.
· Support the Event Director by ensuring the donations from an event are entered into the CRM and that thank-you letters are sent in a timely manner.
Qualifications
· Minimum 3 years of administrative experience, preferably in a nonprofit setting.
· Experience supporting senior leadership or executive staff.
· Strong organizational and time-management skills.
· Excellent written and verbal communication skills.
· Excellent Clerical Skills.
· Proficiency in Microsoft Office (Word, Excel, Outlook, PowerPoint).
· Experience with Mail Merge
· Proficient with donor databases/CRM systems.
· Ability to manage multiple priorities independently in a part-time capacity.
Key Attributes
· Detail-oriented and highly organized.
· Proactive and able to anticipate needs.
· Flexible and adaptable in a small nonprofit environment.
· Compassionate and mission-driven with a heart for serving seniors.
Pay: $20.00 - $22.00 per hour
Benefits:
Work Location: In person
