What are the responsibilities and job description for the Executive Assistant & Office Manager position at United Returning Citizens?
Job Description
Job Description
Salary : $15-17
Position Summary :
The Executive Assistant & Office Manager at United Returning Citizens (URC) plays a crucial role in supporting the executive team and ensuring the smooth operation of daily office activities. This position combines administrative, organizational, and managerial responsibilities to ensure that the office runs efficiently and effectively. The Executive Assistant & Office Manager will handle a range of duties, including calendar management, correspondence, office supplies, and coordination of meetings and events. In addition, this role involves maintaining the organization's office environment, managing internal communications, and assisting with administrative tasks related to programs and client services.
Key Responsibilities :
I. Executive Support :
- Calendar & Scheduling Management :
Coordinate and manage the schedules of the executive director, ensuring efficient time management and timely response to appointments, meetings, and deadlines.
Manage incoming and outgoing correspondence, including emails, phone calls, and mail for the executive director.
Arrange travel accommodations and itineraries for the executive team.
II. Office Management :
Oversee day-to-day office operations, including managing office supplies, equipment, and maintaining an organized office environment.
Organize, file, and manage both physical and digital records, ensuring compliance with URCs record-keeping policies.
Greet and direct visitors and clients in a professional and welcoming manner.
III. Administrative Support :
Assist the executive director with administrative tasks related to URC programs, client services, and internal communications.
Assist with basic bookkeeping tasks, including managing invoices, purchase orders, and processing reimbursements.
IV. Human Resources & Staff Coordination :
Support the communication of internal policies and procedures to staff.
Assist with the onboarding process for new employees, including preparing materials and coordinating orientation sessions.
V. Community & Partner Coordination :
Manage relationships with community partners, vendors, and other external stakeholders.
VI. Special Projects & Other Duties :
Support special projects, initiatives, and organizational changes as assigned by the executive team.
Qualifications & Skills :
Proven experience as an Office Manager, Front Office Manager or Administrative Assistant.
Strong ability to prioritize tasks, manage multiple responsibilities, and meet deadlines in a fast-paced environment.
Excellent verbal and written communication skills, with the ability to interact professionally with internal and external stakeholders.
Proficient in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint), Google Workspace, and other office software.
Strong problem-solving skills with the ability to take initiative and address issues proactively.
Ability to handle confidential and sensitive information with discretion and professionalism.
High attention to detail, accuracy, and thoroughness in administrative tasks and communication.
Ability to work independently and as part of a team in a fast-paced, dynamic environment.
Reliable personal transportation and a valid drivers license are required for occasional errands or off-site tasks.
Additional Requirements :
Why Join United Returning Citizens?
United Returning Citizens (URC) is a mission-driven organization dedicated to providing resources and support to individuals re-entering society after incarceration. As the Executive Assistant & Office Manager, you will play a vital role in supporting the executive team and ensuring the smooth functioning of day-to-day operations. This position offers an opportunity to contribute directly to the success of the organization while gaining valuable experience in office management, executive support, and non-profit administration.
Salary : $15 - $17
