Office Manager

Facebooktwitterlinkedinmail
MAG America
Published
September 21, 2021
Location
Washington, DC
Category
Post Type
Experience (minimum)
2-5 Years
Education (minimum)
Not specified
Travel Required?
None
Base Salary
$50,000 - 60,000

Description

MAG America is a growing international nonprofit and is seeking an experienced and dynamic administrative professional to  provide administrative support to the Executive Director and Board of Directors and manage the day-to-day running of the MAG America office.

 

Mines Advisory Group (MAG) America is a registered 501(c)3 nonprofit organization, with an independent staff and Board of Directors. MAG America is MAG’s partner organization in the United States, based in Washington D.C. and responsible for advocating for, and raising awareness and funds to support MAG's work.

 

Mines Advisory Group (MAG) is an international humanitarian nongovernmental organization with a mission to save lives and build safer futures by clearing landmines and unexploded ordnance from countries that have experienced conflict. Our vision is a safe future for men, women, and children affected by conflict and insecurity. Since 1989, we have helped over 20 million people in 68 countries rebuild their lives and livelihoods after war. MAG currently works in 27 countries, across Africa, Asia, Europe, the Middle East, and Latin America. Our programs vary in scale, age, and complexity, but each presents its own unique opportunities and challenges. MAG has its global headquarters in the United Kingdom.

 

The Office Manager will be an integral part of the MAG America team in Washington, D.C. and will have responsibility for providing administrative support to the Executive Director and Board of Directors. The Office Manager is responsible for managing vendor relationships, including payment of invoices, and managing the day-to-day running of the MAG America office, demonstrating leadership, responsiveness, independent thinking and solid judgement in a fast-paced team environment. This is a full-time staff position reporting to the Executive Director.

 

Responsibilities and Duties:

Office Coordination

  • Serve as liaison for building management.
  • Manage vendor/supplier relationships.
  • Entry and processing of all invoices through Bill.com and liaison with the accounting team to ensure invoices are paid in a timely manner avoiding late fees.
  • Answer the main office phone line and referring questions and calls to the appropriate member of staff.
  • Prepare outgoing mail and collect and distribute incoming mail.
  • Assist with setting up new employees to the office, including coordinating orientation meetings and provision of office equipment.
  • Work with facilities and IT contractor to ensure the office is properly maintained and any issues are resolved in a timely manner.
  • Process Executive Director credit card monthly reconciliation and expense reports through Bill.com.
  • Ensure there are sufficient stocks of office supplies at all times.
  • Reserve conference rooms for internal and external meetings as required.
  • Provide quality administrative support to staff by providing general support in a timely and thoughtful way.
  • Update the MAG America website, GuideStar, and Facebook page.
  • Proofread direct-mail and communications materials.
  • Assist with mailing acknowledgment letters to donors.
  • Help coordinate and support events.

 

Scheduling

  • Schedule and minute weekly staff meetings.
  • Support the Executive Director and Board Chair in scheduling board meetings and distributing meeting packets to board members in a timely manner.
  • Support Board Committee Chairs in scheduling Committee meetings and timely distribution of materials in advance of the meetings.
  • Take minutes of board meetings and board committee meetings and work with the Board secretary and Committee Chairs to finalize minutes in a timely manner after each meeting.

 

Travel

  • Arrange travel and accommodation for MAG visitors, Board members and staff as requested.

 

Qualifications and Requirements

  • At least 2-years prior administrative experience.
  • Associate or bachelor’s degree preferred, but not essential.
  • Proficiency in Microsoft Office including Outlook, Word, Excel, One Drive and SharePoint.
  • Ability to prioritize and multi-task in a fast-paced environment.
  • Strong telephone, interpersonal and writing skills.
  • Demonstrate comfort and ability in speaking on behalf of the organization to external stakeholders.
  • Ability to work in a professional environment and demonstrate professional work ethic.
  • Strong organizational and planning skills.
  • Ability to work within a team as well as independently with minimal supervision.
  • Focused, proactive, and solutions-oriented.
  • Ability to act with discretion and maintain complete confidentiality.
  • Personal commitment to organizational values, work, and mission.
  • Must be legally authorized to work in the United States.

 

How to Apply

To apply, please submit the following documents to Jamie Franklin, Jamie.franklin@maginternational.org:

  • Resume
  • Cover Letter

Please use the subject line “Office Manager Job Application.”

 

Applications will be reviewed on a rolling basis and interviews will held once we have a strong pool of candidates. We recommend applying early. Incomplete applications will not be considered. Only candidates selected for interviews will be contacted.

Related Jobs