Reporting directly to the President and CEO, the Office Manager provides executive support in a key working relationship. The Office Manager serves as the primary point of contact for internal and external constituencies on all matters pertaining to the Office of the Chief Executive Officer.
A successful Office Manager is highly organized, excellent at follow-through, very detail oriented and possesses a high level of computer competency. They should be comfortable in a growing non-profit that requires collaborative teamwork and is motivated by the important mission-driven work of the YWCA of Western New York.
The Office Manager serves as a liaison to the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. At all times, the Office Manager must maintain exceptional standards of ethics and confidentiality. The ideal individual will have the ability to exercise good judgment in a variety of situations, possess strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
The Office Manager will have the ability to work independently on projects, from conception to completion, and must be able to work under pressure at times to handle a wide variety of activities and confidential matters with discretion.
The position is full-time and standard office hours are Monday -Friday, at the YWCA of Western New York on Grant St. in Buffalo, New York. The YWCA of Western New York offers a competitive compensation package with benefits.

Essential Duties

• Committed to our mission of eliminating racism and empowering women.
• Provides a bridge for smooth communication between the President’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Plans, coordinates and ensures the CEO’s schedule is followed and respected. Appropriately assesses and manages direct time and access to the CEO.
• Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Is well informed, and able to prioritize issues ensuring that the CEO is always aware, informed and appropriately responsive.
• Serves as the CEO’s administrative liaison to YWCA’s board of directors
• Liaise with property management, service vendors, and commercial tenants.
• Maintain quality filing and communications systems including contact management, document management, and archiving.
• Managing and tracking donations, maintaining donor database, preparing thank you letters for review and signature.
• Perform other general office duties and special projects as assigned, including processing daily mail, running errands, copying, scanning, etc.
• Answer phone calls politely and professionally on a multi-line phone system
• Prepare, process, and maintain benefit paperwork during open enrollment and throughout the benefit year.
• Prepare materials for new hires and assign keys and equipment, as necessary.
• Provide marketing/communication assistance informing the public about programs, services, and upcoming events via social media and email.
• Manage supply inventory and order supplies, as necessary.
• Work with IT to meet the needs of the organization and troubleshoot IT issues.

Required Skills and Abilities

• Assist with professional responsibilities, providing a welcoming and professional contact for visitors, telephone contact, e-mails and written correspondence as well as maintaining the electronic calendar and contacts
• Schedule meetings, prepare agendas, take minutes, and maintain files and documentation as required.
• Assist with coordinating special programs and projects; assist with project management and meeting deadlines; make arrangements for meetings, professional conferences and travel
• Adaptable and anticipatory and can prioritize and manage multiple projects.
• Outstanding interpersonal and customer service skills.
• Strong computer skills including word processing, Microsoft Publisher, Word, Excel, PowerPoint, and Access; as well as Google Suite and online conference software (e.g., Zoom).
• Ability to learn other applications as needed.
• Attention to detail and quality including accurate typing and English grammar skills.
• Working knowledge of Social Media strategies and platforms.
• Knowledge of and ability to troubleshoot basic office equipment.
• Multi-line switchboard experience.
• Meeting planning and support, including ability to take accurate notes for meetings.
• Time management, including ability to multi-task on a continuous basis, in a dynamic office environment.
• Possess critical thinking and sound decision-making skills along with good customer service skills.
• Ability to multitask and work well under pressure.
• Ability to handle sensitive and confidential situations with diplomacy.

Qualifications

• Minimum: Associates Degree with 10 years of direct administrative experience supporting C-Level Executives, preferably in a non-profit organization.
• Preferred: Bachelor’s degree with 7-10 years related administrative/office experience supporting C-Level Executives, preferably in a non-profit organization.
• Proficient in Microsoft Office (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.
• Must have a valid driver’s license in good standing.

Job Type: Full-time
Pay: $23.00 - $25.00 per hour

Benefits:

• Dental insurance
• Employee assistance program
• Health insurance
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

People with a criminal record are encouraged to apply

Experience:

• Administrative experience: 5 years (Required)
• Microsoft Office: 5 years (Required)

Ability to Commute:

• Buffalo, NY 14207 (Required)

Work Location: In perso

• Committed to our mission of eliminating racism and empowering women.
• Provides a bridge for smooth communication between the President’s office and internal departments; demonstrating leadership to maintain credibility, trust and support with senior management staff.
• Plans, coordinates and ensures the CEO’s schedule is followed and respected. Appropriately assesses and manages direct time and access to the CEO.
• Works closely and effectively with the CEO to keep him/her well informed of upcoming commitments and responsibilities, following up appropriately. Is well informed, and able to prioritize issues ensuring that the CEO is always aware, informed and appropriately responsive.
• Serves as the CEO’s administrative liaison to YWCA’s board of directors
• Liaise with property management, service vendors, and commercial tenants.
• Maintain quality filing and communications systems including contact management, document management, and archiving.
• Managing and tracking donations, maintaining donor database, preparing thank you letters for review and signature.
• Perform other general office duties and special projects as assigned, including processing daily mail, running errands, copying, scanning, etc.
• Answer phone calls politely and professionally on a multi-line phone system
• Prepare, process, and maintain benefit paperwork during open enrollment and throughout the benefit year.
• Prepare materials for new hires and assign keys and equipment, as necessary.
• Provide marketing/communication assistance informing the public about programs, services, and upcoming events via social media and email.
• Manage supply inventory and order supplies, as necessary.
• Work with IT to meet the needs of the organization and troubleshoot IT issues