Overview
Office Manager Jobs in Brooklyn Center, USA at Minnesota Council of Nonprofits
Job Title: Office Manager
Location:
Brooklyn Center, MN – On-site.
Employment Type:
Part-Time/Full-Time, Non-Exempt.
Reports To:
Chief Executive Officer (CEO).
Key Responsibilities
- Provide high-level administrative support to the CEO, including managing calendars, scheduling meetings, coordinating travel arrangements, and preparing itineraries.
- Screen, prioritize, and respond to CEO correspondence including emails, phone calls, and written communications on behalf of the CEO as directed.
- Prepare agendas, materials, and meeting notes for CEO-led meetings, including Board of Directors meetings, leadership team meetings, and external stakeholder engagements.
- Track CEO action items, deadlines, and follow-ups, proactively flagging priorities and ensuring timely completion.
- Assist the CEO with special projects, research, and presentation preparation as needed.
- Maintain strict confidentiality in handling sensitive organizational, personnel, and donor information.
- Order, organize, and maintain detailed organizational documents and records, ensuring all files are accurate, current, and easily retrievable.
- Establish and manage a systematic filing system for both physical and electronic documents, including contracts, grant agreements, personnel records, board documents, and program files.
- Ensure document retention practices comply with organizational policies, grant requirements, and applicable state and federal regulations.
- Maintain and update organizational databases, contact lists, and internal tracking systems on a regular basis.
- Coordinate with the Financial Director and CEO to ensure financial and programmatic records are properly filed and audit-ready.
- Oversee day-to-day office operations to ensure a welcoming, organized, and functional work environment for staff, clients, and visitors.
- Order and maintain adequate inventory of office supplies, equipment, and materials; manage vendor relationships and compare pricing to ensure cost-effectiveness.
- Coordinate office equipment maintenance, repairs, and technology support requests in a timely manner.
- Manage incoming and outgoing mail, deliveries, and courier services.
- Serve as the primary point of contact for building management, cleaning services, and other facility-related vendors.
- Coordinate organization-wide scheduling, including staff meetings, board meetings, community events, and external appointments.
- Support the CEO and leadership team with external communications to funders, partners, and community stakeholders as directed.
- Maintain the organizational calendar and ensure all staff are informed of upcoming deadlines, events, and meetings.
- Provide administrative support to program directors and staff as needed, including preparing reports, formatting documents, and coordinating logistics for events and trainings.
- Assist with onboarding logistics for new staff, including preparing work spaces, coordinating equipment, and distributing organizational materials.
- Support grant administration by assisting with document compilation, formatting, and submission logistics.
- Coordinate logistics for organizational events, community outreach activities, and staff functions.
- Participate in staff meetings and contribute to a positive, collaborative organizational culture.
- Perform other duties as assigned by the CEO in support of organizational operations and mission.
Qualifications
- Associate’s or Bachelor’s degree in Business Administration, Office Management, Communications, or a related field preferred; equivalent experience will be considered.
- Minimum 3–5 years of professional experience; experience in office management, executive assistance, or a related administrative role, preferred.
- Exceptional organizational skills with a strong attention to detail and the ability to manage multiple priorities simultaneously.
- Demonstrated experience managing records, filing systems, and document organization in compliance with organizational and regulatory standards.
- Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with cloud-based document management platforms (e.g., One Drive, SharePoint).
- Strong written and verbal communication skills, including professional correspondence and proofreading ability.
- Ability to handle sensitive and confidential information with discretion and integrity.
- Self-motivated and proactive, with the ability to anticipate needs and work independently with minimal supervision.
- Bilingual or multilingual skills in South Asian languages are a plus.
Salary Range
$22 – $28 annually, commensurate with skills and experience.
#J-18808-Ljbffr
Title: Office Manager
Company: Minnesota Council of Nonprofits
Location: Brooklyn Center, USA
Category:
