OPERATIONS

• Oversee and support all administrative duties and ensure operations are running smoothly.
• Manage inventory, place orders as necessary, maintain equipment and supplies; arrange for service or restocking when necessary.
• Manage relationships with outside vendors (including price negotiations).
• Respond to incoming external emails and phone inquiries by providing exceptional customer service using critical thinking, problem solving and/or forwarding emails and calls to appropriate staff. 
• As directed, help to develop, implement, and review operational policies and procedures.
• Ensure all legal and regulatory documents are filed and monitor compliance.
• Manage and track long-term program achievements, and progress of the strategic plan implementation. 
• Manage additional virtual office operations as needed, such as file system organization and data management, drafting correspondence, triaging requests, and updating data across multiple documents or platforms.
  

• Provide executive administrative support as necessary, including scheduling meetings and donor and prospect visits, calendar maintenance, travel arrangements, and creating reports.
• With the ED, prepare materials for board meetings and act as staff liaison to board members and relevant board committees. 
• Support ED in consolidating donor visit notes notes and tracking follow up tasks after visits. 
  

FINANCIAL MANAGEMENT

• Manage all internal financial processes and maintain financial records, including the processing of financial transactions.
• Handle invoicing and accounts payable, bank and merchant account reconciliation, and bi‐weekly payroll submission to payroll vendor.
• Coordinate month‐end close, financial statement, and annual audit and 990 preparation.
• Oversee preparation of monthly financial reports and creation of additional reports as needed for proposal submissions, projects, and board meetings. 
• Assist with preparation of annual budget in coordination with ED and staff. 
• Present all relevant financial data for approval to ED. 
• Gather content for annual report and work with other staff on document creation. 

• Assist Development Director with administrative aspects of individual, corporate, and foundation giving including donor research, data management, donor communications, and revenue reconciliation.