Office Manager/Executive Assistant

MAJOR RESPONSIBILITY:  Under the supervision of the Executive Director, this individual is responsible for providing high-level, direct administrative support to the Executive Director, as well as other administrative duties. 

DUTIES:

1.       Maintain master list of recurring meal reservations for Burleigh County Senior Center and Crescent Manor.
2.       Prepare daily noon meal roster for Burleigh County Senior Center. 
3.       Prepare donor thank you letters. 
4.       Coordinate staff, Council, Advisory Committee, and other meetings as assigned. Prepare minutes as assigned.
5.       Onboard new volunteers.  Maintain volunteer master database (in Access). Lead efforts to complete annual update of volunteer records.
6.       Perform data entry into WellSky as assigned.
7.       Produce monthly newsletter.  Responsible for layout, design, preparing copy, and coordination with printer.
8.       Maintain company website through coordination with a contracted website company. 
9.       Maintain data entry into MySeniorCenter.org. Oversee usage and prepare volunteer and activity reports from MySeniorCenter.org.
10.   Prepare activity signs, meeting room schedules, table tents and other publications as assigned.
11.   Prepare weekly PowerPoint presentations for lobby e-sign.
12.   Maintain Master Calendar of Events. 
13.   Maintain filing system for office records.
14.   Maintain inventory control of supplies.  Coordinate supply purchases with Finance Director.  
15.   Participate in marketing and promotion of BCSAP/Burleigh County Senior Center.
16.   Member of Special Event Planning Committee for large events/activities.
17.   Collaborate with Program & Services Coordinator on:
a.       Seasonal decorations for facility.  Maintain storage area for décor.
b.       Details to scheduled activities (i.e., room scheduling, set up, payment disbursements).
c.       Coordination of Activity Schedule.
d.       Crosstrain with this position to provide support in their absence.
18.   Back up support to Receptionists and their duties:
a.       Provide customer service including answering telephones, greeting guests, answering questions, etc.
b.       Open and route incoming mail to proper office. Log funds as received. Prepare outgoing mail for pick-up.
c.       Prepare daily Senior Center Shuttle schedule. Coordinate changes in schedule.
d.       Maintain newsletter mailing list. Distribute newsletter following established guidelines and deadlines.
e.       Maintain equipment loan program.
f.        Collect and document payments for activities.  Use “Square” for credit card payments.
19.   Attend workshops, training sessions, and seminars as assigned by Executive Director.
20.   All other duties as assigned by the Executive Director. 

MINIMUM REQUIREMENTS:  

·         High School diploma required.  A minimum of an Associate Degree with two or more years’ experience as an Office Manager/
           Executive Assistant or equivalent is preferred. 
·         Experience in graphic design and website maintenance preferred.
·         Excellent verbal and written communications skills.
·         Excellent organizational skills and attention to detail.  Time management skills with an ability to meet deadlines a must! 
·         High Proficiency in Microsoft Office Suite, including Word, Access, PowerPoint, Publisher, Excel and Outlook. 
·         Ability to comprehend the provisions of Older Americans Act Title III programs. 
·         Must relate to the elderly and possess human qualities of maturity, honesty, patience and sensitivity. 
·         Must have a valid driver’s license and means of personal transportation. 
·         Must possess effective qualities of good leadership, be dedicated and bondable.