Office Manager
Salary: $22.00–$26.00 per hour, depending on qualifications and experience
Benefits: Full-time employees are eligible for medical and other benefits following the successful completion of the introductory/probationary period.
Opportunity for Growth: As Habitat for Humanity Calaveras continues to grow, this position offers opportunities for increased responsibility and professional advancement.
Build More Than Homes. Help Build the Future of Our Community.
Habitat for Humanity Calaveras is transforming lives through affordable homeownership, critical home repairs, neighborhood revitalization, and volunteer engagement. Today, we're entering one of the most exciting chapters in our history as we develop Eureka Oaks—one of the largest Habitat for Humanity homeownership communities in California.
We're a growing organization that believes in excellence, innovation, accountability, and continuous improvement. We move quickly, solve problems creatively, and support one another while keeping our mission at the center of everything we do.
We're looking for someone who thrives in an environment where no two days are the same. Someone who loves creating order, improving systems, anticipating needs, and helping an entire organization operate at its highest level. If you're energized by keeping people organized, enjoy learning new technology, and take pride in making sure nothing falls through the cracks, we'd love to meet you.
Position Summary
The Office Manager serves as the administrative hub of Habitat for Humanity Calaveras, ensuring the office operates efficiently, professionally, and with exceptional attention to detail. This position provides executive support to the Executive Director while managing daily office operations, coordinating meetings and calendars, supporting staff, welcoming visitors, and continually improving organizational systems.
The successful candidate is proactive, highly organized, adaptable, and confident managing multiple priorities. They don't wait to be asked—they anticipate needs, solve problems, and help keep the organization moving forward.
Working closely with the Executive Director, this individual develops a deep understanding of organizational priorities and helps ensure administrative operations remain aligned with strategic goals. They serve as a trusted partner who helps keep projects moving, deadlines on track, and the office operating at a consistently high standard.
Essential Responsibilities
Executive Support
- Manage the Executive Director's calendar, appointments, and scheduling priorities.
- Coordinate meetings, prepare agendas, meeting materials, and presentation packets.
- Attend meetings as requested, record minutes, and track follow-up items.
- Draft, edit, proofread, and format correspondence, reports, presentations, and other documents.
- Coordinate travel, speaking engagements, and special appointments.
- Maintain confidentiality regarding personnel, financial, donor, homeowner, and board matters.
- Anticipate the Executive Director's needs and proactively help manage priorities.
Office Management
- Oversee the daily operation of the Habitat office.
- Serve as the first point of contact for visitors, volunteers, donors, homeowners, contractors, and community partners.
- Answer and route incoming phone calls professionally.
- Maintain a welcoming, organized, and professional office environment.
- Order office supplies and manage office inventory.
- Coordinate maintenance of office equipment and vendor relationships.
- Ensure meeting spaces are prepared and ready for use.
- Continuously improve office systems and administrative processes.
Administrative Operations
- Coordinate board, committee, staff, and organizational meetings.
- Prepare meeting packets and distribute agendas and supporting materials.
- Maintain organizational calendars and recurring meetings.
- Organize and maintain digital filing systems.
- Maintain document templates and administrative forms.
- Coordinate signatures on contracts and organizational documents.
- Process incoming and outgoing mail.
- Assist with event logistics and administrative support for organizational initiatives.
Technology & Systems Support
- Provide basic troubleshooting for office technology and equipment.
- Assist staff with Microsoft Office applications and common technology questions.
- Help onboard new employees by coordinating equipment and system setup.
- Learn new software platforms quickly and assist others in utilizing them effectively.
- Coordinate with outside IT support when advanced technical assistance is needed.
Customer Service
- Deliver outstanding customer service in every interaction.
- Ensure visitors and callers have a positive experience with Habitat.
- Assist prospective homeowners, volunteers, donors, and community members by connecting them with the appropriate staff.
- Represent Habitat professionally in all interactions.
Qualifications
Required
- Three or more years of progressively responsible administrative, office management, or executive support experience.
- Exceptional organizational and time management skills.
- Advanced proficiency in Microsoft Office, including Outlook, Word, Excel, and PowerPoint.
- Excellent written and verbal communication skills.
- Strong attention to detail and accuracy.
- Ability to manage multiple priorities with professionalism and composure.
- Ability to maintain confidentiality.
- Demonstrated ability to quickly learn new technology and software systems.
- Excellent customer service and interpersonal skills.
Preferred
- Experience with Salesforce or other CRM/database platforms.
- Experience supporting executives or organizational leadership.
- Experience in a nonprofit environment.
- Experience coordinating board or committee meetings.
- Experience with digital records management.
- Bonus points if you proficiently speak/write in Spanish.
The Ideal Candidate
We're looking for someone who:
- Takes ownership rather than waiting for direction.
- Notices details others miss.
- Naturally creates systems and organization.
- Communicates proactively and follows through consistently.
- Holds themselves to a high standard of professionalism and accuracy.
- Enjoys solving problems and improving processes.
- Learns new technology quickly and isn't intimidated by change.
- Can confidently juggle multiple priorities without losing attention to detail.
- Helps keep projects moving and people accountable in a respectful, collaborative way.
- Builds strong relationships while maintaining appropriate professional boundaries.
- Understands the importance of aligning daily operations with organizational priorities and leadership direction.
Why Join Habitat?
At Habitat for Humanity Calaveras, your work has a direct impact on families and the future of our community. You'll join a collaborative, mission-driven team that's building more than homes—we're building opportunity, stability, and hope.
This is an opportunity to grow professionally while helping shape an organization that's expanding rapidly and making a lasting difference throughout Calaveras County.
Pay: $21.00 - $26.00 per hour
Benefits:
- Health insurance
- Paid time off
Work Location: In person
