Office Manager/Senior Administrator

Senior Administrator and Office Manager

Our client, a private family Foundation, works to raise awareness and funding for Parkinson's research and to deliver activity-based programs to people with Parkinson's disease. They have a newly created full-time, executive opportunity for a passionate, focused and caring team player to manage the Foundation office and support the team with all foundation activities.

Reporting jointly to the Managing Director and Chief Operating Officer, this is a unique opportunity for a dedicated, results-oriented, and experienced administrator to make a significant impact in a growing and high-profile non-profit. Primarily focused on administrative leadership, this role will work with the Foundation's leadership team and assist across a wide scope of activities including supporting events, fundraising, communications, marketing, and financial systems. Specific responsibilities include:

Financial/Bookkeeping

• Distribute bills and invoices for approval
• Use QuickBooks to enter and pay bills; and collect, file, and enter receipts. Keep QB files up to date and reconcile monthly; send QB files to accountants on quarterly basis
• Complete monthly bank reconciliations
• Receive all payments and donations; make and record bank deposits
• Process donor acknowledgement letters within 2 business days.
• Maintain fully populated and accurate vendor and donor records
• Manage Accounts Payable and Accounts Receivable
• Assist COO to ensure all accounts are current and accurate, and entities are up to date with state filings and fees
• Facilitate placement and renewal of insurance policies
• Manage tax documentation with accountant; assist with annual audit as required

Administration/Office Operations

• Greet all visitors; serve as the office ambassador
• Answer general phone line and walk-in inquiries
• Order office supplies, print materials, etc.
• Retrieve, open, and distribute mail; ensure outgoing mail is processed timely
• File documents and keep files organized; destroy old documents per retention policies
• Update required workplace postings
• Perform or oversee regular upkeep, cleaning, and organization of office
• Oversee mass mailings
• Manage promotional property, inventory, replenishment products for events
• Ordering of office supplies, etc.
• Scheduling meetings
• Manage emails and messages received via website

Support

• Keep track of President's schedule, speaking engagements, autograph sessions
• Calendar and scheduling support to Managing Director, COO and Fundraising leader
• Assist with fundraising events, including attending and working at all events
• Support annual events committees and activities, including creation of print materials, sponsor benefits fulfillment, communications support, auction follow-up, etc.
• Prepare mailing lists for annual event invitations and solicitation and stewardship letters
• Perform mail merges and assemble mailings
• Update email communications and CRM software database (mailing lists)
• Support annual campaign preparation, delivery and follow-up
• Perform grant research
• Coordinate with vendors for fundraising events, promotions, campaigns
• Newsletters and other promotional communication campaigns
• Social media and website posting/maintenance
• Assist with Board of Directors meetings: send meeting agendas and reminders for board meetings, attend meetings and record meeting minutes.

Personal Attributes: We are building a motivated and focused team and have a wonderful team-based culture. We are seeking a motivated administrative professional who is an exceptional fit for us, and is detailed-oriented, organized, works with a strong degree of accuracy, and is committed to high quality work as well as possesses:

• Able to work independently and in support of teams
• Knowledge of QuickBooks is preferred
• Computer skills: Microsoft Word, Microsoft Excel, Microsoft PowerPoint
• Must be a team player
• Strong communication skills
• Experience with Salesforce not required but would be welcome

The Preferred Candidate Will Possess:

• An Associate's degree (Bachelor's preferred) or equivalent work experience
• A minimum of 3-5 years increasingly responsible office/administrative experience supporting multiple executives and functions
• Willingness to work in the office each day; located in Birmingham, MI
• Schedule: Monday - Friday 9am - 5pm (exact hours may be negotiable)

Current Openings for Office Manager/Senior Administrator Jobs at Karen Andrews Group