Administration Manager

POSITION OVERVIEW:

Friends of Southwest Virginia is seeking a dynamic and innovative professional to lead the marketing efforts and drive the growth of Southwest Virginia—a 19-county, four-city region rich in the traditions of craft, music, food, and creative spirit.

Reporting directly to the Executive Director, the Administration Manager will play an important role in ensuring smooth operations across the Friends of Southwest Virginia organization. This position provides high-level administrative support to the Executive Director and serves as a central coordinator for grant projects, reporting, reimbursements, board meeting preparation and special initiatives.

The Administration Manager will have the ability to manage multiple responsibilities with independence, confidentiality, and excellent organizational skills. This role is essential to advancing the mission of Friends of Southwest Virginia by providing the administrative backbone needed to support the region's creative economy and heritage.

General Responsibilities:

Executive Assistant to the Executive Director

• Provide proactive administrative and operational support to the Executive Director by anticipating needs, managing the Executive Director’s calendar, and prioritizing tasks to maximize their productivity. Ensure efficient use of the Executive Director’s time through strategic scheduling and time management.
• Facilitate efficient information flow and administration processes for the Executive Director.
• Serve as a key point of contact for internal and external communications. This includes drafting, editing, and managing correspondence, as well as building strong relationships with stakeholders to ensure smooth communication and collaboration.
• Assist in managing and tracking key projects and initiatives, including setting goals, deadlines, and collaborating with team members. Ensure follow-through on assigned tasks, monitor progress, and report on updates to ensure deadlines are met.
• Handle sensitive information with the utmost discretion and maintain confidentiality in all professional matters. Act as a trusted advisor to the executive, ensuring all interactions are secure and confidential.
• Utilize digital tools and systems to streamline operations, including managing emails, files, meetings, and documents. Set up and maintain effective organizational systems to keep operations running smoothly and efficiently, ensuring quick access to necessary information.

Board Administration Support

• Provide administrative support for the Southwest Virginia Cultural Heritage Foundation, Friends of Southwest Virginia, and ‘Round the Mountain Boards.
• Coordinate materials for board meetings.
• Assist with board initiatives, including maintaining records and handling follow-up tasks.
• Assist with technical support for the meeting include AV set up and managing virtual meeting logistics.

Grant Administration Support

• Assist with managing grant reporting deadlines and work with Project Managers to ensure timely submission of reports.
• Work with the Director of Finance to manage grant budgets and oversee the remittance and reimbursement processes.
• Assist with preparing grant documents during the application process.
• Collaborate with directors to ensure timely and accurate grant management.

Administrative and Project Coordination

• Prepare correspondence, reports, and documents with minimal supervision.
• Conduct research and data analysis to support organizational initiatives.
• Perform confidential data entry, proofing, and reporting.
• Understand and adhere to funders requirements
• Participate in meetings and committees, providing support as needed.

Office and Organizational Support

• Schedule and coordinate internal and external meetings, prepare agendas, and maintain records for the Executive Director.
• Cultivate inclusive and respectful working relationships that support a sense of belonging for employees and regional partners.
• Helping establish office processes and procedures to support the Executive Director and Leadership Team in maintaining an efficient workflow. This includes creating systems for document management, communication, scheduling, and task delegation to ensure smooth and consistent operations.
• Provide recommendations for process improvements to enhance efficiency across the organization.

Qualifications:

• 5 years of administrative or executive assistant experience, preferably in nonprofit or public sector organizations.
• Strong organizational and time-management skills.
• Exceptional attention to detail and ability to manage multiple priorities.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office Suite and project management tools.
• Ability to handle confidential information with discretion.
• Strong interpersonal skills with the ability to build inclusive and collaborative relationships.
• Experience coordinating multiple projects simultaneously.
• Work effectively with multiple projects, external vendors and internal department staff.
• Ability to stand and sit for up to two hours.
• Ability to work on a team and have fun.

Travel / Irregular Hour Requirements:

• Occasional regional travel required
• Occasional overnight travel
• Occasional Weeknight / Weekend Hours

Job Type: Full-time

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Vision insurance

Schedule:

• 8 hour shift
• Day shift

Ability to Commute:

• Abingdon, VA 24210 (Required)

Ability to Relocate:

• Abingdon, VA 24210: Relocate before starting work (Required)

Work Location: In person