Office Manager
Description

Organization Overview: 

Michelson 20MM Foundation, founded in 2010, is an affiliated organization of Michelson Philanthropies. We believe that equitable educational and economic opportunities are essential to activating humanity’s full potential. For more than a decade, our foundation has served 20 million minds—the approximate number of post-secondary students in the United States—by advancing open educational resources, smart justice, digital equity, and intellectual property education.

Since our founding, our work has grown to include investing in tech entrepreneurs, changemakers, and policy with the goal of catalyzing scalable innovations in the knowledge economy and accelerating progress toward a more just world.  The foundation continues to expand into other verticals, challenging social inequalities and injustices in fields beyond education. 


Position Summary

The Office Manager will report to the CEO and COO. This is an excellent opportunity to learn, as you will get broad exposure to different aspects of the organization. The Office Manager will play an integral part in coordinating the day-to-day activities for both the CEO and other executives as needed. The role will require attention to detail, a keen ability to prioritize competing projects, excellent written and verbal communication, and a strong track record of success with providing streamlined, coordinated support to improve internal processes.


Overview of Role 

The Office Manager will serve as the “right hand” to our CEO and COO, acting as a gatekeeper to the CEO’s schedule and supporting a range of projects and processes within the business. This position plays a critical role in keeping our downtown office a positive, welcoming, and productive environment. This position interacts with all levels of staff and various members of the community. The Office Manager has the overall responsibility of maintaining the day-to-day administrative operations for our team. This includes but not limited to: ordering supplies/new materials, preparing mail, ordering lunches, and assisting the staff with any additional projects requested. Must be fully vaccinated from COVID-19 and willing to work in the office. Downtown Office hours are 8:30 – 5:00 pm, Monday – Friday, some days or hours may at times be able to be worked from home.


Michelson 20MM’s fast-paced environment requires adaptive, quick learners who are patient, and diplomatic with the ability to work well with a wide range of personalities. The ideal candidate is detail-oriented, possesses excellent written and verbal communication skills, and sees no job as too big or small. 


You will:

The Office Manager will be responsible for overseeing the administrative, day-to-day operations of the office as well as providing administrative support to our executive team. While these are core duties for the role, the Office Manager is not limited to performing what is captured here; we think growth is good. You should too!  Responsibilities include: 


Administrative/Operations

  • Manage day-to-day office operations for the 20MM team 
  • Oversee and maintain the foundation's Google drive filing system, meeting coordination, assisting with onboarding/offboarding of employees, and ordering and restocking office supplies.
  • Establish effective processes in coordination with other departments, administering policies, procedures, workflows, and compliance requirements. 
  • Oversee account management, setup, and staff training for relevant software tools
  • Assist staff with organization and preparation of expense reports, outlines, and presentations as needed. 
  • Maintaining Admin budget, tracking expenditures and consultant contracts, and providing monthly reports to the COO
  • Partner with CEO/COO/Programs Director and General Counsel to finalize contracts
  • Manage vendors, log final grant agreements, and oversee/ route invoice/payroll requests to the accounting department
  • Maintain grant portfolio tracker, prepare general grant write-ups as needed, and work with Program leads to process grant invoices
  • Liaise with Michelson Philanthropies Departments/staff to provide operational support as needed
  • Collaborate with program leads to facilitate and enforce workflows and deadlines for required reporting activities
  • Build meeting agendas, internal memos, and reports for the team as needed
  • Monitor general inbound communications to the foundation via email, phone, and website contact forms  
  • Organize and oversee foundation calendar, including holidays, paid time off, conferences, and adjusted schedules
  • Occasional troubleshooting of general/basic technical issues and coordinating with outside IT Support vendor to resolve issues 

Events 

This individual will also oversee start-to-end virtual and/or in-person event planning and coordination including budget, project and staff/vendor/venue relationship management, and day-of-event facilitation.

  • Partner with program managers to finalize event planning timelines inclusive of deadlines and project milestones
  • Support the Marketing & Communications Manager with oversight of organization-wide master calendar, content development, and marketing assets, as requested 
  • Facilitate live events and/or virtual events via Zoom, troubleshooting as needed, and establishing/documenting best practices
  • Secure event venues, vendors, volunteers, and or support staff, and manage communications 

Executive Support

The Office Manager will serve as the “right hand” to our CEO and COO, acting as a gatekeeper to the CEO’s schedule and supporting a range of projects and processes within the business.  You will be responsible for everything from email communication with internal and external stakeholders, calendar & travel management, event planning, and other strategic tasks and projects

  • Optimize CEO's schedule with heavy calendar management
  • Support the CEO and leadership team to ensure seamless execution of plans and avoid scheduling conflicts
  • Coordinate internal and external meetings for multiple executives
  • Attend Executive meetings when needed to record minutes and identify action items and follow-ups
  • Manage Executive events and book travel and logistics remotely
  • Build relationships with key stakeholders in CEO’s internal and external network; represent the CEO in a professional manner
  • Coordinate executive projects and gather status updates
  • Provide strategic administrative and project management support
  • Prepare expense reports and additional ad hoc reports as needed
    • Collect and log weekly expenses to ensure timely submission
  • Oversee scheduling for external and internal meetings, as needed
  • Support strategic planning efforts and track follow-up tasks assigned to the team
  • Track and support special projects as needed 
  • Conduct research for new areas of work, as requested 
  • Leading oversight for special projects 
  • Prepare presentation materials

You’ve gotta have: 

Successful candidates for this role will have a mix of the below experience, education, and skills. We are flexible in considering your background but want to ensure that you have the tools to thrive! Please review and make sure that your skill set aligns with: 

  • A college degree in a related field (AA, BA, BS) or equivalent combination of experience and education that provides the necessary knowledge, skills, and abilities to perform the essential functions of this position
  • 5+ years of work experience providing operations/administrative management
  • 2-3 years supporting C-level executives
  • Strong attention to detail and ability to juggle competing projects and prioritize accordingly
  • Diplomacy and tact, discretion and confidentiality
  • Energetic, enthusiastic, and comfortable pushing back and saying “no” to others when necessary
  • Exceptional time management, organization, and personal effectiveness 
  • Ability to meet deadlines and remain calm under pressure
  • Excellent written and verbal communication skills
  • Comfort with technology and knowledge of software applications including, but not limited to, Google Workspace (formerly G Suite), Microsoft Office, Asana, Slack,  Canva and Hubspot or similar CRM experience preferred 
  • Action-oriented, strong track record as an implementer and self-starter
  • Ability to provide and receive constructive solution-oriented feedback
  • Enjoys sharing their administrative superpowers with colleagues and teams
  • Love driving ideas and projects forward! There’s no challenge you’ve met yet that you haven’t figured out. 

You’ll receive: 

We know our people are our most important asset. So in addition to a competitive salary, exceptional colleagues, and the fulfillment of working with an organization literally making the world a better place; all full-time employees are eligible to participate in MP’s benefits program:

  • Health, Dental & Vision Insurance
  • Life & Long-term Disability
  • FSA
  • Pet Insurance discount
  • 401(k) + match
  • Paid Holidays, paid time off, and more! Professional development opportunities, team building, and sabbatical to name a few.

Michelson Philanthropies is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees.


To learn more about the Michelson 20MM Foundation visit us at www.20MM.org


Hungry for more? Visit us at www.michelsonphilanthropies.org to see the groundbreaking work our teams are doing.


Think we’re a pretty great organization but this isn’t the right fit for you? Please submit general inquiries via the “share your information” tab on our career site.