Executive Office Administrator

Overview

The Executive Office Administrator role is vital to the day-to-day office functions at Omaha 100. This position is the first point of contact for visitors and oversees the structure and the flow of the front office. As a support to the President/CEO and reporting to the Senior Director of Operations (DOO), the Executive Office Administrator has high visibility in the organization and has the responsibility to exercise independent judgement on matters concerning effective office operations.

Responsibilities

• Ensure client confidentiality, which begins at our front desk.
• Ensure that minutes are thoroughly recorded at each staff meeting/Board meeting.
• Manage CEO/President’s schedule effectively and respond to email inquiries on behalf of the CEO in a professional and timely manner.
• Assist DOO with daily operational tasks as assigned and necessary, including ordering supplies, meeting set-up, etc.
• Professionally greet all in-person visitors in accordance with agency policy and procedures.
• Answer and direct calls with consistent attentiveness and professionalism in a manner that adheres to industry and organizational standards of excellence.
• Schedule and coordinate community outreach activities, ensuring staff participation, vendor table/booth setup, distribution of O100 logo handouts and flyers.
• Enhance public relations within the community to promote program awareness and interest.
• Foster the development and maintenance of good working relationships with clients, other agencies, and coworkers.
• Gather checks and expense reports for timely processing, ensuring accuracy in financial documentation.
• Obtain checks from clients and ensure payments are processed in a timely manner to meet or exceed deadlines.
• Maintain production reports to provide accurate and timely information to executive personnel.
• Schedule and coordinate Board meetings and events involving Board participation.
• Perform Accounts Receivable responsibilities effectively without supervision, ensuring accurate financial tracking.
• Manage the external organizations that oversee payroll and accounting, coordinating as needed to maintain financial accuracy.
• Support the Director of Operations in ensuring proper accounting of organizational transactions, including financial record-keeping and expense tracking.
• Maintain front-desk and general reception area, including proper displaying, filing of agency materials on display, removal of excess materials, and general cleanliness.
• Maintain and ensure proper functioning of all Microsoft Office systems, copier/fax/scanner, and other office equipment.
• Manage agency mail process—posting mail for external pick-up and sorting mail for internal delivery.
• Perform necessary data entry functions for reports.
• Assist executive personnel in the preparation of reports and meetings.
• Assist Program Directors with program correspondence and mailings.
• Appear as scheduled, at office and/or field assignment on time.
• Productively and professionally react to change, handling other essential tasks as needed.
• Other duties as assigned.

Physical Duties & Responsibilities

This position works in a fast-paced office environment with responsibility for answering phones and responding to in-person inquiries. Frequent walking, talking, standing and sitting is required. Occasional driving on behalf of the company for events and acquiring office materials is necessary.

Qualifications

• Excellent communication skills (both written and verbal).
• Knowledge of and experience working with start-ups and/or non-profit organizations is helpful.
• Advanced computer skills and proficiency with the most current MS Windows applications.
• Strong financial acumen, including experience with bookkeeping, financial record-keeping, and assisting with the proper accounting of organizational transactions.
• Experience managing multiple programs effectively is important to the success of this role.
• An ability and talent to work peacefully with multiple staff in a fast-paced work environment.
• Extensive knowledge of program services' guidelines and regulations (i.e. HUD, Fair Housing, HIPAA).

Education, Certifications & Licenses

• Secondary education or equivalent experience in one or more of the following areas: education, human services, social work, law, urban development, communications, public administration, business or related field.

Valid Driver’s License and reliable transportation. This position will drive on behalf of the company to attend events and to gather office materials so appropriate liability insurance coverage is necessary.

Equal Opportunity Employer

Omaha 100 is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.

This policy applies to all employment practices within our organization, including hiring, recruiting, promotion, termination, layoff, recall, leave of absence, compensation, benefits, training, and apprenticeship. Omaha 100 makes hiring decisions based solely on qualifications, merit, and business needs at the time.

Job Type: Full-time

Pay: $45,000.00 - $53,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Health insurance
• Life insurance
• Paid time off
• Vision insurance

Schedule:

• Monday to Friday