Office Manager

About the role

At Communities In Schools, we are dedicated to supporting young people and providing them with the tools they need to succeed. As the State Office for North Carolina, we deliver CIS programs across the state and collaborate with local affiliate organizations to foster communities of caring adults who work alongside educators.

Communities In Schools is the nation's largest dropout prevention organization, serving 1.5 million students in 2,400 sites nationwide. Our success is driven by passionate, creative, and innovative team members who are committed to making a difference.

Essential Functions

• Provide executive level correspondence support via phone, email, fax, mail, calendar management of executives, prioritizing, scheduling, and coordinating meetings and travel arrangements
• Schedule and manage office meetings (including catering, scheduling of conference rooms/zoom, etc.)
• Manage all administrative duties associated with CISNC Staff and Board Meetings as well as logistics and organization of these meetings
• Host, present, and monitor zoom meetings as requested, manage and facilitate breakout rooms
• Prepare materials, communications, emails, calendar invites and take detailed minutes with accuracy and using professional grammar for Board meetings
• Cookout and support events sponsored by CISNC as needed
• Aid the team with communication both internally and externally (email, phone, written)
• Manage third party vendors: cell and office phones, printer/office equipment, CISNC’s office space, Zoom, Monday.com, and others as needed
• Company cellphones: prepare phones and install necessary apps for staff
• Maintain other documentation/related admin systems as requested by the Executive Leadership Team
• Order office supplies for state office staff
• Maintain organizational documentation updates (contact information of board, email distribution lists, and equipment inventory lists, etc.)
• Aid Human Resources/Finance with onboarding and offboarding of staff
• Open and distribute mail including logging all checks on cash control document (daily)
• Collect/manage and code invoices in a timely manner, working with finance team to ensure timely payment and ensure that duplicate payments are not requested or made
• Prepare PowerPoint presentations, Word documents, Excel files and other duties as requested
• Maintain confidential and sensitive information, exercising discretion and appropriately following policies and procedures
• Maintain, retrieve and analyze information as requested from records, email, minutes, and other related documents; prepare written summaries of data when needed
• Use and update documents on SharePoint
• Maintain the CIS SharePoint landing page and provide support with organizational calendar updates
• Maintain postage machines and prepare shipments via UPS/USPS
• Keep the office space in a neat, clean and orderly manner, including ordering condiment supplies
• Answer phones at the main incoming line
• Other administrative or project duties as assigned

Necessary Skills

• Exceptional verbal and written communication, proofreading, interpersonal and customer service skills
• Advanced proficiency in Microsoft Office (Word, Excel, PowerPoint and Outlook, SharePoint)
• Advanced proficiency in Google Suite, Zoom and/or other virtual meeting platforms
• Excellent organizational skills and attention to detail
• Able to work independently and within a team framework
• Has a strong business sense and can decipher priorities and make sound judgement calls when needed
• Graphics design software experience preferred (Adobe, Canva, InDesign, etc.), web software