Executive Office Manager

EXECUTIVE OFFICE MANAGER

Introduction

Montgomery County Food Bank is hiring an Executive Office Manager to join our growing organization! This is a full-time on-site opportunity in Conroe, TX, serving Montgomery County.

Culture and Core Values

Our mission is to unite the community to fight hunger. Every person, no matter their race, creed, political affiliation, or station in life deserves the basic need of food. MCFB serves our county in a way that promotes the dignity of the person and recognizes the urgency and importance of our mission. We are facing a time of record need for food assistance coupled with a shortage of available donated food. Our work is more critical than ever, and we are a team of compassionate, professional, dedicated individuals wanting to make a difference in the life of each individual we touch. 

JOB DESCRIPTION

POSITION: Executive Office Manager

DEPARTMENT: Executive Administration

REPORTS TO: Executive Leadership Team

HOURS: 8:00 – 5:00, Monday through Friday; in-person. Evenings and weekends as needed.

Interested candidates should submit a cover letter of interest and resume to – Human Resources at HR@mcfoodbank.org

POSITION SUMMARY:

The Executive Office Manager will provide high-level administrative support to the President & CEO, Executive team, Board of Directors and other senior staff, as well as oversee the general administrative function and activities of the office. This position will support all MCFB’s administrative departments and assist in the administration of operations tasks as needed. This person must present a professional image of MCFB to all partners, visitors, and donors and maintain professional business relations with staff and outside contacts.

DUTIES AND RESPONSIBILITIES:

• Maintains daily calendar, schedule meetings/travel arrangements, reconcile expenses and oversee administrative tasks for the President/CEO and Executive team.
• Schedules, organizes, and manages meetings, meetings, and record minutes as needed.
• Provides administrative support for the Board of Directors; schedule meetings, create agendas, post reports, record meeting minutes, maintain member directory, order catering, plan board events, create orientation materials and update policy documents.
• Creates and updates electronic documents and information for internal or external communications – memos, emails, presentations, and reports.
• Strictly adheres to all confidentiality policies and uses appropriate judgement and discretion when sharing confidential information with MCFB staff, volunteers, contractors, visitors, etc.
• Monitors, identifies, and responds to needs of the office and acts as point of contact for all external support, such as IT, general supplies, maintenance, etc.
• Provides general assistance within MCFB Administrative departments as needed.
• Other duties as assigned.

COMPETENCIES

To perform the job successfully, an individual should demonstrate the following competencies:

Adaptability/Flexibility - Accepts criticism and feedback. Adapts quickly to changes in the work environment. Changes approach or method to best fit the situation. Manages competing demands. Must be able to perform successfully in a fast-paced environment; does not get frustrated by changing priorities.

Communications - Expresses ideas and thoughts verbally; expresses ideas and thoughts in written form; exhibits good listening and comprehension; keeps others adequately informed; selects and uses appropriate communication methods.

Planning/Organizing - Prioritizes and plans work activities; uses time efficiently; plans for additional resources; sets goals and objectives; organizes or schedules other people and their tasks; develops realistic action plans.

Problem Solving - Identifies and resolves problems in a timely manner; gathers and analyzes information skillfully; develops alternative solutions; works well in-group problem solving situations; uses reason even when dealing with emotional topics.

Self-motivated – A “can do” attitude with an entrepreneurial spirit and a desire to take on an increasing level of responsibility.

KNOWLEDGE AND SKILLS REQUIRED:

·      Advanced Office 365 – Outlook SharePoint, Word, Excel, PowerPoint,

·      Adept in electronic and paper filing systems

·      Excellent attention to detail and ability to prioritize assignments

·      Excellent verbal and written communication skills

·      Excellent interpersonal and customer service skills

·      Strong adherence to confidentiality best practices

·      Ability to interact with employees at all levels

·      Ability to work independently with and without instruction

·      Valid Texas Driver's license required

COMPUTER EQUIPMENT AND SOFTWARE REQUIREMENTS:

·      Microsoft Office Suite: Word, Excel, Power Point, Outlook, Teams, SharePoint, etc.

·      Ability to use office machines such as computers, printer, copier, etc.

EDUCATION AND EXPERIENCE REQUIRED:

·      High School diploma required. College degree preferred

·      At least 5 years of Executive Assistant, Administrative Assistant, and/or Office Manager experience

TRAVEL REQUIREMENTS

·      20% of the time within Montgomery County.

Work Environment:

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

·      Full-Time, in-person position.

·      Strong work ethic and a passion for the mission of the MCFB.

·      Able to maintain confidentiality and accountability.

·      Able to work as a team with MCFB staff.

·      Warm-hearted, friendly, with a genuine interest in people.

·      Maintain a positive disposition in a fast-paced intense work environment.

·      Enjoy working with a vast array of people and personalities.

·      Attention to detail, and adaptability.

·      Can multi-task despite frequent interruptions.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodation may be made to enable individuals with disabilities to perform the essential functions.

• Most functions are performed while seating at a desk or standing up.
• Individual shall require standing for longer periods.
• On a regular day individual might be required to lift up to 40 lbs. of weight (i.e. document files, copy paper, packages, food boxes etc.)

·      Extensive sitting, standing, kneeling, reaching, and stooping.

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.

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DISCLAIMER:

Montgomery County Food Bank is an Equal Opportunity Employer and employment “at will” organization. This job description does not imply or constitute an offer of employment.