Administrative Manager

Administrative Manager
Full time
Denver, CO
Organization Name: 
NextFifty Initiative
Application Deadline: 
Friday, October 22, 2021
Job Description: 

You will be the primary support person for our staff and board of trustees and the first point of contact for callers and visitors to the foundation. You’ll ensure that everything in the office, including day-to-day operations, runs smoothly. You’ll help schedule meetings, appointments, and events; serve as a central contact for the board and committees; take and share board meeting minutes and committee meeting notes; serve as a point of contact for organizational functions; and otherwise conduct supportive work and business functions.

Major Job Responsibilities

  • Manages overall administrative activities for the office
  • Responsible for the day-to-day facilities operations, including the maintenance of office areas and equipment, purchasing office supplies, furniture, and office equipment for staff; responsible for coordinating and managing office move when current lease terminates
  • Answers the main phone line and email correspondence, screens and routes calls and emails appropriately
  • Maintains records of board minutes and committee notes as well as other organization records
  • Coordinates meetings, appointments, and engagements
  • Performs administrative work such as filing, distributing mail, and managing outgoing mail
  • Serves as IT liaison and point person with NFI’s outsourced IT vendor
  • Manages event planning for external convenings, and staff and/or board gatherings
  • Assists in communications with grantees, grant applicants, or prospective grant applicants; schedules grant applicant discovery and decline calls
  • Coordinates grant agreements and award letters through DocuSign; initiates grant payments for fully executed grant agreements
  • Completes special projects and assignments as needed, and provides support, when requested, for foundation activities

Required Qualifications

  • An effective, culturally sensitive communicator, with strong oral and written skills including careful attention to detail
  • Strong interpersonal and collaboration skills; proven ability to be flexible in a team-oriented approach with diverse groups of people
  • Excellent organization skills
  • Excellent analytical and abstract reasoning skills
  • Expert level of knowledge of the Microsoft Office suite (Excel, Outlook, PowerPoint, and Word)
  • Personal qualities of humility, integrity, accountability, eagerness to learn and a sense of humor
  • As the first point of contact both in the office and on the phone, a welcoming, patient, and friendly disposition is critical
  • Proactive and able to self-manage, prioritize work assignments, manage multiple deadlines, and to represent the foundation in any given environment
  • Ability to contribute to a positive, productive, open, and supportive environment that motivates everyone to perform at their best
  • Willingness to continue building skills through educational opportunities and professional development
  • Demonstrated ability to adapt to a changing field/environment
  • Commitment to NextFifty Initiative’s mission and core values

Preferred Qualifications

  • Executive assistance or office management support experience
  • Experience supporting board of directors, commissioners, or trustees
  • QuickBooks experience
  • Experience working with or living within historically underserved or marginalized populations

Salary range is $60,000 - $70,000 (or $28.85/hour - $33.65/hour), depending on experience. NextFifty Initiative provides a comprehensive benefits package including medical, dental, and vision insurance, employer-paid life and disability insurance, employer-matched 403b retirement plan, employee assistance program, discount pet insurance, and a generous paid time off policy.