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Office Administrator

Company: Big Brothers Big Sisters WI Shoreline, Inc.
Location: Sheboygan
Posted on: November 18, 2021

Job Description:

Reporting directly to the Chief Executive Officer, the Office Administrator (OA) provides support in a 1:1 working relationship. The OA serves as the executive assistant to the agency's executive team, provides administrative support to additional agency staff, and acts as a primary liaison to the agency's board of directors and partners. The OA organizes and coordinates office management, executive outreach, and external relations efforts, and oversees special projects. The OA must be creative and enjoy working within a small, entrepreneurial environment that is mission-driven, results-driven and community-oriented. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, be highly proficient in common administrative software and can maintain a realistic balance among multiple priorities. He/she will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.PRIMARY RESPONSIBILITIES - Provide executive assistance as needed and assigned; gather critical information and reports, and analyze for accuracy; schedule meetings, draft agendas, document meetings, and prioritize projects - Ensure general management of the office, overseeing operational efficiency, effective communications, and other types of strategic and tactical planning - Maintain facilities management, including space planning, vendor contracts and relations, and facilitation of all office functions and services - Act as primary liaison between the agency, staff, and office building management, providing information, answering questions, and responding to requests - Provide direct administrative supports as needed, including scheduling appointments, meetings,and events, booking travel, maintaining filing system, mailing and shipping donor and volunteer communications and agency packages, and updating contact database and employee list - Implement established policies and procedures, measure outcomes against standards, and improve operational flow when identifiedSample Tasks could include: - Work alongside assigned accounting staff to ensure A/P, A/R and daily banking deposits are handled in a timely fashion, manage Section 125 account and assist in preparing documents for annual audit. - Manage office logistics, appearance of common areas, organizing procedures, handling correspondence, managing filing systems, and overseeing supplies and equipment. - Manage donation tracking and acknowledgement in CRM software, assist with online event set up, prepare reports as requested. - Handles program administrative tasks including satisfaction survey design and tabulation, milestone tracking and award preparation, form management, termination tracking, correspondence to parents, children and/or volunteers as applicable. - Constant monitoring of office processes, flows and supplies to manage expenses where possible and identify opportunities for cost savings through change in vendor, modification to process, digitization etc. - Oversee and maintain office equipment for uninterrupted function, identify and fulfill office supply needs, maintain and manage vendors, and coordinate food delivery as needed. - Manage all aspects of the office's space/infrastructure planning (moves, adds, and changes to workstations) and provide answers, resources, and solutions as requested. - Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, retrieval, and staff transfers. - Manage confidential employee files and information. - Organize orientation and training of new staff and board members.Job Type: Full-timePay: $19.00 - $25.00 per hourBenefits:

  • Dental insurance
  • Employee assistance program
  • Flexible schedule
  • Flexible spending account
  • Life insurance
  • Paid time off
  • Professional development assistance
  • Retirement plan
  • Vision insuranceSchedule:
    • 8 hour shift
    • Day shiftCOVID-19 considerations:The office follows all current CDC guidelines related to masking, social distancing and hygiene precautions whether vaccinated or unvaccinated, in the office.Education:
      • Associate (Required)Experience:
        • supporting high level executives: 5 years (Preferred)Work Location: One location

Keywords: Big Brothers Big Sisters WI Shoreline, Inc., Sheboygan , Office Administrator, Administration, Clerical , Sheboygan, Wisconsin

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