Job Title Office Manager/Executive Support
Location Nashville, TN
Work Hours: Full-time (based on a 37.5-hour work week)
Grade: 104
Reports To: Regional Leader
Who We Are:
The Alzheimer’s Association is the leading voluntary health organization in Alzheimer’s care, support and research. Our mission is to eliminate Alzheimer’s disease through the advancement of research, to provide and enhance care and support for all affected; and to reduce the risk of dementia through the promotion of brain health.
At the Alzheimer’s Association, our employees are at the core of all we do. Our network of more than 1,700 employees across the United States makes a difference each and every day for those impacted by Alzheimer’s and those at risk for the disease.
We warmly invite qualified applicants to consider this opportunity to make a life changing impact on the millions living with Alzheimer’s, their caregivers and those that may be diagnosed with the disease in the future. Read on to learn more about the role, then visit our website www.alz.org to find out more about who we are and why we've been recognized as a Best Place to Work the last eleven years in a row.
Position Summary:
The purpose of this position is to provide administrative support to the Regional Leader/Executive Director and manage the day-to-day operations of the Nashville office. This team member will ensure efficient and effective operations of the Nashville office by coordinating activities and developing strong relationships with other departments and team leads to ensure the office operations run efficiently. This position serves as a liaison with others inside and outside the organization on administrative matters. Responsibilities include but are not limited to: operations coordination and support, records management, travel & expense management, meeting management, general document preparation, calendar management, general correspondence and special projects.
Responsibilities
Essential functions and responsibilities include, but are not limited to:
Executive Support:- Anticipate the needs of the Region Leader/Executive Director’s schedule to coordinate calendars and meetings with Chapter and Home Office staff, donors and volunteer leadership.
- Assist with travel arrangements including the completion of expense reports and other administrative duties as appropriate.
- Manage information for Executive Director’s use in meetings with organization staff, volunteer leadership and outside parties.
- Manage communications with the Board of Directors, Board Committees and other meetings and teleconference scheduling, logistics, minutes, and rosters; manage other partnership/coalition meeting scheduling and logistics as needed.
- Manage special projects as requested.
Operations:- Office Support: Maintain office equipment, including phone system, photocopiers, and postage meter. Maintain office supply inventory, order supplies and manage office supply budget. Maintain chapter office keys. Collect, open (with a second staff person) and distribute mail. Provide basic onsite IT support to staff as needed.
- Office Management: Manage relationships with vendors, service providers and landlord, ensuring that all items are invoiced and paid on time. Manage contract and price negotiations with office vendors and service providers. Maintain security system for the chapter. Provide general support to visitors and ensure phone coverage. Handle customer inquiries and complaints. Maintain a safe and secure working environment.
- Revenue Processing: Following protocols to visit the office, responsible for in-person processing of mail and revenue, including copying, acknowledgement, logging and deposits for donation processing.
- Accounting: Manage AP/AR. Prepare invoices for payment and forwarding to National Accounting department for further processing of payment. Completion of all Recurring Payment Requests for rent, copiers, maintenance, etc. Responsible for ensuring office financial objectives are met by preparing annual administrative budget for the office, planning the expenditures, analyzing variances and carrying out necessary corrections that may arise.
- HR Support: Coordinate onboarding of new staff, including setting up workstations and computers, issuing keys/passes, business cards, etc.
- Compliance: Responsible for developing and implementing office policies by setting up procedures and standards to guide the operation of the office in compliance with HR and Finance standards. Remain updated on technical and professional knowledge by attending internal and external meetings.
Collaboration: Participate actively in required chapter/company events: Advocacy Day, WTEA, TLD events and Regional/State Meetings.
Qualifications
- Bachelor’s degree preferred, minimum High school diploma or equivalent
- At least 3 years of administrative experience in a professional office setting is required
- Prior experience with special events and social media preferred
- Proficient in Google Docs, Gmail, Microsoft Windows & Microsoft applications: Word, Power Point, Excel and Publisher.
- Proficiency with constituent database management programs accurate data entry skills
- Willingness to learn other software including Personify & Convio
Knowledge, Skills and Abilities
- Strong organizational skills and attention to detail
- Ability to analyze information; to anticipate situations requiring forethought and follow-up with executives and multiple stakeholders; make timely and appropriate decisions.
- Ability to work independently and succeed in a growing, fast-paced organization with a collaborative teamwork environment; flexibility and adaptability are essential.
- Ability to prioritize and manage multiple projects, as well as work with volunteers and staff.
- High degree of integrity, confidentiality, diplomacy and initiative.
- Excellent proofreading skills
- Must be able to communicate effectively with people of diverse backgrounds and ages
- Excellent telephone and in person customer service skills
Employees working 24 hours/week or more are eligible for a comprehensive benefits package, including medical, dental, vision, flex accounts, short and long-term disability, life insurance, tuition reimbursement, generous PTO as well as an annual Cultural & Heritage Day of their choosing , Caregiver Leave, Volunteer and School Visitation time off, paid holidays and a gold standard 401(k) retirement plan.
The Alzheimer’s Association is committed to diversity, equity and inclusion in the workplace and provides consideration for an employment relationship without regard to race, color, religion, sex, sexual orientation, gender expression, gender identity, genetic predisposition, national origin, ethnicity, disability, veteran status, or any other characteristic protected by federal, state or local law.