Administrative Manager

at  Kiwi Partners

JOB DESCRIPTION: ADMINISTRATIVE MANAGER

Position Title: Administrative Manager
Reports To: CEO
Location: Remote
Employment Type: Full-time
Salary: $55,000-$85,000 (depending on location and experience)

POSITION SUMMARY:

The Administrative Manager plays a pivotal role in driving the overall success of our nonprofit, ensuring seamless day-to-day activities that enable the fulfillment of our mission. This dynamic and strategic position requires a highly organized, proactive professional capable of managing diverse administrative functions, optimizing business processes, and supporting the execution of key programs. Collaborating closely with the CEO and cross-functional teams, the Administrative Manager will spearhead initiatives to enhance business efficiency, maximize resource utilization, and contribute to the long-term sustainability and impact of the organization.

Qualifications:

• Bachelor’s degree in Business Administration, Nonprofit Management, or a related field; advanced degree or relevant certifications in nonprofit management, business operations, or project management preferred.
• Minimum of 3+ years of progressive experience in administrative or operations management, with a strong preference for experience within the nonprofit sector or mission-driven organizations.
• Proven expertise in organizational and project management, with demonstrated success in overseeing complex, multi-faceted projects, managing competing priorities, and delivering results within deadlines.
• Exceptional written and verbal communication skills, with the ability to communicate clearly, professionally, and persuasively to diverse stakeholders, including staff, volunteers, partners, and funders.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and hands-on experience with CRM platforms (preferably Salesforce) and accounting software, with the ability to quickly learn new technologies and tools.
• Strong problem-solving and decision-making skills, with a demonstrated ability to work independently, take initiative, and make sound judgments in a fast-paced, dynamic environment.
• Deep commitment to the organization’s mission, with a passion for community service and a proven track record of contributing to the success of nonprofit programs or initiatives.
• Exceptional attention to detail and a proactive approach to improving processes, ensuring accuracy, and achieving organizational excellence

1. Business Management:

• Oversee day-to-day business, ensuring all systems and processes function smoothly to support organizational goals.
• Manage office infrastructure, including supplies, equipment, technology, and facilities, ensuring effective efficiency.
• Develop, implement, and continuously improve administrative policies and procedures to optimize organizational performance.
• Coordinate with vendors, service providers, and contractors, negotiating contracts to ensure quality, cost-effectiveness, and sustainability.
• Lead initiatives to streamline workflows, leveraging technology for enhanced productivity and data management.

1. Administrative Support:

• Provide high-level administrative support to the CEO, Board of Directors, and senior leadership, enabling strategic decision-making.
• Prepare, edit, and manage professional correspondence, reports, presentations, and documents, ensuring accuracy and professionalism.
• Organize and maintain digital and physical filing systems, ensuring data accuracy, security, and compliance with organizational policies.
• Schedule and coordinate meetings, manage complex calendars, prepare detailed agendas, and document minutes, ensuring timely follow-up on action items.
• Act as a liaison between internal and external stakeholders, managing communications and information flow efficiently.

1. Financial Management:

• Assist in the preparation of organizational budgets, financial forecasts, and reports, providing key insights to leadership for informed decision-making.
• Monitor and manage day-to-day expenses, ensuring adherence to budgetary guidelines and optimizing resource allocation.
• Process payables and receivables, track payments, reconcile financial discrepancies, and maintain comprehensive financial records for audits and reports.
• Collaborate with the finance team to ensure accurate and timely financial reporting, grant compliance, and donor stewardship.

1. Human Resources:

• Foster a positive workplace culture, promoting team collaboration, employee engagement, and well-being.

1. Program Support:

• Assist in the planning, execution, and evaluation of programs and events, providing logistical and administrative support to program teams.
• Monitor program timelines, budgets, and deliverables, ensuring that projects are on track and aligned with organizational objectives.
• Coordinate with program staff, volunteers, and external partners to facilitate the successful implementation of initiatives.
• Analyze program performance data and provide recommendations for improvements, reporting outcomes to leadership.

1. Fundraising and Donor Relations:

• Support fundraising efforts by maintaining and updating donor databases, processing donations, and generating letters of acknowledgment.
• Assist in the preparation of grant proposals, donor reports, and funding applications, ensuring timely submissions.
• Coordinate communication and engagement with donors, volunteers, partners, and other stakeholders, enhancing relationships and stewardship efforts.
• Help organize donor-related events, ensuring that logistics are smoothly managed, and the donor experience is positive.

1. Compliance and Risk Management:

• Ensure full compliance with legal, regulatory, and funding requirements, staying abreast of relevant laws and guidelines affecting the organization.
• Maintain up-to-date knowledge of nonprofit best practices, industry trends, and new regulations, providing recommendations for process improvements.
• Identify and mitigate business risks by implementing effective risk management strategies and contingency plans.
• Assist in preparing for audits and reviews, ensuring accurate documentation and compliance with funding and reporting obligations.

Qualifications:

• Bachelor’s degree in Business Administration, Nonprofit Management, or a related field; advanced degree or relevant certifications in nonprofit management, business operations, or project management preferred.
• Minimum of 3+ years of progressive experience in administrative or operations management, with a strong preference for experience within the nonprofit sector or mission-driven organizations.
• Proven expertise in organizational and project management, with demonstrated success in overseeing complex, multi-faceted projects, managing competing priorities, and delivering results within deadlines.
• Exceptional written and verbal communication skills, with the ability to communicate clearly, professionally, and persuasively to diverse stakeholders, including staff, volunteers, partners, and funders.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and hands-on experience with CRM platforms (preferably Salesforce) and accounting software, with the ability to quickly learn new technologies and tools.
• Strong problem-solving and decision-making skills, with a demonstrated ability to work independently, take initiative, and make sound judgments in a fast-paced, dynamic environment.
• Deep commitment to the organization’s mission, with a passion for community service and a proven track record of contributing to the success of nonprofit programs or initiatives.
• Exceptional attention to detail and a proactive approach to improving processes, ensuring accuracy, and achieving organizational excellence.

Work Environment:

• This position typically works in an office environment with occasional travel to events or meetings.
• Flexibility to work occasional evenings or weekends as required.