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Office Manager

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JOB DESCRIPTION:

 

This position will provide administrative support to members of our Senior Management Team and coordinate overall administration and office procedures with various departments including Human Resources, Facilities, Finance and IT.  

  

Responsibilities include:    

  • Admin support for Chief Program Officer, Chief Marketing & Communications Officer, and other senior leaders as required (30%)   
  • Organize and schedule internal and external meetings   
  • Plan meetings and take detailed minutes   
  • Coordinate Education and Marketing & Communications department projects   
  • Write and distribute email, correspondence memos, letters, faxes and forms   
  • Manage expenses and expense reports   
  • Book travel arrangements   
  • Manages special projects and takes on additional responsibilities as needed to support the Education and Marketing & Communications departments.    

Serve as point person within the staff for overall office management and coordination for the Facilities, IT, Finance, and HR departments including (30%)    

  • Organize, inventory, and manage office supplies and research new deals and suppliers with Facilities Director   
  • Receive and organize mail, and process all incoming checks  
  • Perform other clerical duties such as filing, photocopying, collating, faxing etc.  
  • Partner with HR to update and maintain office policies and procedures as necessary  
  • Address employee questions regarding office management issues like stationary, mail, equipment   
  • Assist with planning museum-wide staff meetings and engagement activities   
  • Assist with museum tenants as needed   

Serve guests at the front desk by greeting, welcoming, directing and announcing them appropriately (15%)   

  • Answering the general office phone number, screening and forwarding incoming phone calls   
  • Interface with office visitors over intercom, provide access to elevator, and greet guests    

Administrative support for the Tenement Museum podcast How to Be American (10%)   

  • Scheduling narration sessions and guest interviews at studio  
  • Assist with initial outreach to potential guests  
  • Help create basic transcripts from recorded interviews  
  • Process studio invoices and payments    

Requirements    

  • 1 – 3 years’ experience as an administrative assistant   
  • Strong proficiency in MS Office (MS Excel and MS PowerPoint, in particular)   
  • Excellent time management skills and the ability to prioritize work   
  • Attention to detail and strong problem-solving skills   
  • Excellent written and verbal communication skills   
  • Working knowledge of office equipment, like printers and fax machines   
  • Strong organizational skills with the ability to multi-task   
  • Be able to hold confidential and information   
  • High School degree or equivalent    

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