Immediate opening for a proactive office manager who will provide general administrative support at The Children’s Movement of Florida, a nonprofit focused on helping all children thrive in their first five years. The right candidate will manage office operations, solving accounting and people and database issues following current procedures and developing new ones when necessary. You will set standards and ensure they are consistently met, while balancing multiple tasks under tight deadlines. You are highly efficient and personable, skilled at communicating with varied personalities with grace.
Responsibilities:
- Office maintenance: order supplies; handle maintenance requests; answer phones during office hours (8:30am to 5:30pm); work with IT support team on technology or connectivity issues; manage office mail; and greet guests.
- Administrative support: assist executives with planning and scheduling meetings and calls; handle printing of documents, letters, and news articles; handle webinar and conference registrations for executives; make travel arrangements and anticipate needs to ensure all pieces in place (flight, hotel, car rental, meals); maintain executive bios and files on shared drive; maintain company logins and passwords for subscriptions, vendors, and funders; create mail merge lists to facilitate outreach.
- Database: Act as administrator for our EveryAction database, ensuring team members have the right access and escalating any issues to EA support; add new contacts upon request, ensuring accuracy, proper coding, and minimizing potential duplicate records; maintain contribution records; assist with sending emails, as needed.
- Development: Keep good records of supportive documents needed for grant applications; draft acknowledgement letters, emails, and other written communications; assist with grant submission and reporting; annually update the organization’s Candid/Guidestar profile; assist with Give Miami Day as needed.
- Meetings & Events: Secure quotes from hotels; negotiate rates or meeting arrangements; manage bookings; order swag materials; organize supplies for staff to travel with; print name badges or other materials.
- Accounting: Manage all invoices, expense requests, PTO requests, bank deposits and other items; print checks weekly for executive signature; reconcile credit card statements with appropriate receipts; assist executives with expense report forms; maintain clean records.
- Human resources: Send onboarding documents to new hires/interns and maintain personnel files; manage staff/intern access to shared platforms (Canva, Google Drive, Zoom, Slack, email); maintain team contact information; draft updates to employee handbook as needed.
- Other duties as assigned.
Skills & Qualifications:
- Exceptional written and verbal communication skills, paired with careful listening.
- Strong internet research skills and ability to quickly garner necessary information.
- Cordial phone manner and patience for dealing with varied personalities.
- Ability to see projects through from conception to completion with little to no follow up.
- Proficient in Microsoft Outlook, Word, and Excel—with ability to adjust margins and templates as needed for labels, stationery, or other office needs.
- Facility for databases; experience with Blackbaud/Raiser’s Edge or EveryAction a plus.
- Sensitivity to discretion and confidentiality, when required.
- Ability to handle tasks remotely when needed.
- Adequate transportation to run small errands on occasion.
Compensation:
The Children’s Movement of Florida is an equal opportunity employer and offers competitive compensation commensurate with experience, as well as an excellent health and dental plan.
To apply: Send resume & cover letter to Ian Hughes, Special Assistant, at ian.hughes@childrensmovementflorida.org.