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Office Manager

The Foundation for a Healthy High Point is currently recruiting an Office Manager to join the organization as an important professional member of its staff.  Information about the Foundation is available at:
Interested candidates should send the following information for consideration:
  • Cover Letter
  • Resume
  • Salary Expectations
Inquiries will be accepted until July 10, 2020 and should be sent to
Job description:
The Office Manager serves as an executive assistant to the Executive Director in terms of all daily administrative matters, as well as provides support for program staff, the Board of Directors and all board committee activities, and coordinates special meetings and events. In addition, responsibilities include support of grantmaking activities, such as interaction with grantees and potential applicants, grants-related software, assisting program staff with evaluation of grantee performance and progress.

Administrative Responsibilities
  • Provides administrative and executive support to the Executive Director (schedule appointments, maintain calendar, organize meetings, arrange travel, prepare documents, etc.)
  • Maintains established Foundation policies, procedures and objectives
  • Attends Board meetings; writes and maintains Board meeting minutes
  • Organizes logistics and scheduling for Board and Committee meetings
  • Assists in preparation of the Board and Committee materials as needed
  • Serves as point of contact for incoming inquiries from mail, email and phone calls
  • Types and files outgoing correspondence and maintains correspondence files
  • Coordinates staff meeting agendas, reminders and updates; ensures follow-ups
  • Uses discretion when working with confidential information
Record Keeping
  • Supervises maintenance of both electronic and hard copy filing systems
  • Ensures the security of personnel and financial files
  • Initiates evaluation of office systems as needed and supervises implementation of systems
  • Maintains up-to-date versions of corporate documents as required by law
  • Establishes procedures for maintaining electronic records of Board, committee and staff meetings
  • Manages office accounts receivable and accounts payable process
  • Ensures bills are paid in a timely fashion
  • Reconciles monthly multiple bank accounts and the Foundation business credit card statement
  • Coordinates processes related to expense reports and payments
  • Manages processes to assist with payroll
  • Assists with retirement plan
  • Tracks and reports office budget
  • Assists with development of annual operating budget
  • Assists with annual audit
Program and Project Development
  • Supports Executive Director and all personnel in creative, thoughtful, collaborative, visioning for programs, projects, and internal management matters
  • Participates with Executive Director and all personnel in prioritizing development and implementation of program, project, and internal management goals
  • Assists with research projects, development, production and dissemination of program-related documents and publications, and generating reports
General Office Coordination
  • Orders office supplies and maintains office inventory
  • Manages physical care of office facilities
  • Arranges for required maintenance and replacement of office equipment
  • Provides minor technical support, maintenance and assistance as needed by foundation staff, including troubleshooting and liaising with vendors and IT support
  • Assists with events and receptions by coordinating RSVPs, nametags, and varying event support
  • Ensures that regular office hours are established and maintained
Other Responsibilities
  • Offers support in procurement, including negotiation with consultants and vendors
  • Assists with maintaining Foundation website
  • Understands grants software and serves as a back up to Program Officer, as needed
  • Manages special projects, as needed
  • Drafts correspondence related to queries, proposals, grants, payments, and other matters
  • Supports creation of electronic and print communications
  • Other duties as required to support Foundation responsibilities
  • Non-profit or foundation experience preferred
  • Strong oral and written communication skills, with demonstrated ability to express ideas concisely and clearly in oral presentations, business communications, letters, memoranda, and minutes
  • Excellent organization and time management skills with attention to detail
  • Maintains a high degree of privacy and confidentiality
  • Proficient in Microsoft Office (Word, Excel, PowerPoint)
  • Experience completing expense reports and drafting annual budgets
  • Bookkeeping experience
  • Ability to take initiative, prioritize and complete multiple project assignments
  • Willing to accept changes in proprieties and meet deadlines required
  • Strong interpersonal skills
  • Ability to work as part of a team
  • Ability to work without supervision in a small office environment
  • Flexibility and willingness to take direction
  • Demonstrated ability to work with the public in a courteous and professional manner
  • Ability to work sensitively and effectively with diverse populations
  • Performs job requirements efficiently and orderly
  • Personal and professional integrity, pleasant attitude, self-motivated, service-oriented approach
Education Requirements
  • Bachelor’s degree and 5 years administrative experience, through increasingly responsible experience in executive level administrative support
  • At least 5 years of office management experience
The ideal incumbent will be a creative, energetic self-starter who is detail-oriented, organized, efficient, and able to prioritize, multitask, and manage time wisely. He or she will have excellent oral, written, and interpersonal communication skills, be able to work effectively with individuals from a wide variety of backgrounds and cultures, be a team player working with other Foundation personnel, and have the ability to maintain a good sense of humor and perspective. The incumbent will have specified computer and software proficiency and be familiar with operation of basic office equipment. He or she will reflect integrity and maturity in carrying out responsibilities and in representing the Foundation.
High Point, NC

Current Openings

Foundation for a Healthy High Point|Non-Profit|High Point, NC|Sep 17, 2020
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