Office Manager

Position Title: 
Office Manager
Organization Name: 
Hamilton County Community Foundation

Job Type: Full-time
FLSA Status: Exempt
Reports to: President, Hamilton County Community Foundation (HCCF) and IMPACT Central Indiana (IMPACT)

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Scope of Position

This position manages office operations and provides administrative assistance to the Hamilton County Community Foundation and IMPACT Central Indiana offices. This position monitors and coordinates the activities and calendar of the HCCF/IMPACT President, the HCCF/IMPACT Board of Directors, HCCF/IMPACT Committees, and other key administrative personnel. This position reports directly to the HCCF/IMPACT President. This is a position of importance due to the incumbent’s access to confidential information and plans related to the operation of the Foundation. Incumbent must possess highly developed organizational skills and must maintain high standards of ethics and confidentiality.

 

Job Functions

The following functions have been determined by the Foundation to be essential to the successful performance of this position:

Executive Assistant to the President: 

  1. Manages, monitors, and maintains the calendar of the President, including internal/external meeting scheduling and coordinating meeting logistics. Answers and responds to telephone inquiries. Prioritizes messages received and channels telephone calls to appropriate personnel. Takes appropriate action to assure that important and pertinent information is properly disseminated to staff, board members, and/or donors.
  2. Maintains contact information for the President in the Foundation database. This includes: maintaining donor and board member data; and maintaining constituent contact information for the President.
  3. Manages specific special projects as directed by the President.

Board and Committee Management:

  1. Liaison to the HCCF and IMPACT Board of Directors and HCCF and IMPACT Board Committees. 
  2. Manages and coordinates Board and Committee timelines and schedules. 
  3. Manages and coordinates all meeting logistics, including location, caterers, etc.
  4. Prepares and distributes the Agenda and Board report materials, including: collection of cross-departmental documentation, preparation, and distribution of meeting minutes. 
  5. Collects and tracks Board volunteer and contribution commitments annually.
  6. Attends all Board of Directors meetings and appropriate committee meetings and takes minutes. 

Office Operations and Administration:

  1. Manages daily office operations. This position greets visitors and coordinates incoming communications using sound judgment to prioritize, channel, and address issues/requests as appropriate. Takes appropriate action to assure that important and pertinent information is properly disseminated to staff, board members, and/or donors.
  2. Distributes and scans correspondence with donors, including gift acknowledgement letters and thank you notes. 
  3. Assist in Managing the quality and integrity of donor and not-for-profit information in the Foundation database for the HCCF and IMPACT office. Assist      in overseeing the functionality and maintenance of the information. 
  4. Manages supply inventory and equipment. Coordinates with outside vendors. 
  5. Other duties include tracking budget to actual expenses, logging checks, processing check requests for payment of invoices and credit card receipts and expense reports.
  6. Orders event tickets and coordinates staff and volunteer attendance for not-for-profit community events.

Event Management:

  1. Coordinates and manages all special events for the HCCF and IMPACT offices. This includes management and coordination of our annual Festival of Philanthropy. A 400-person event featuring community non-profits, and community members displaying excellence in their work. 
  2. Prepares invitations, meeting notices, and agendas for all meetings related to HCCF and IMPACT special events.
  3. Schedule, coordinate and facilitation specific HCCF and IMPACT special event committee meetings. 

All other duties as assigned. 

 

Requirements

JOB QUALIFICATIONS AND REQUIREMENTS: The following are the qualifications and minimum requirements necessary for a person to perform this job:

  1. Ability to perform the essential functions of the position.
  2. Minimum of 4 years of experience in an equivalent role. Associates degree or Bachelor’s degree preferred. 
  3. Willingness to build knowledge about opportunity, equity and inclusion issues, and how they intersect with race, and advance these core values through your work.
  4. Understanding and adherence to high standards of ethics and confidentiality.
  5. Ability to handle multiple tasks simultaneously and meet designated deadlines.
  6. Ability to organize, facilitate, and manage projects and meetings in an efficient and effective manner.
  7. Possesses a high degree of accuracy and attention to detail. Excellent organizational and workload prioritizing skills.
  8. Excellent oral and written communication skills. Ability to write clearly with proper grammar, spelling, and punctuation. 
  9. Proficiency with basic office equipment and extensive knowledge of MS Office products are required. Experience working on the Internet and with integrated database software is also preferred. 
  10. Ability to work effectively as part of a team and work independently with little supervision.
  11. Ability to effectively interact and communicate with others in a professional and appropriate manner, including the ability to discuss multiple concepts with others. 
  12. Ability to work evenings and weekends as necessary.
  13. Ability to travel between office locations and attend off premises events.

WORKING CONDITIONS: Normal office environment.