IEA is seeking an Office Manager to assist with the management and coordination of office operations and activities to support the organization’s president and staff.
The ideal candidate is ambitious, proactive, organized, tech-savvy, reliable, detail-oriented, and able to focus on the big picture. They are an effective communicator, motivated to learn new concepts and processes quickly, and thrive in a fast-paced work environment. They are committed to excellence, are a team player who can work autonomously, and can demonstrate leadership in resolving problem situations and technical issues. They are interested in working with gifted students and is committed to the long-term success of IEA’s program goals and constituents.
- Coordinate all aspects of the organization’s administrative support functions including, reception, office organization and maintenance, record keeping, general accounting, and oral and written correspondence
- Manage and organize office operations and procedures, including but not limited to, information management, filing systems, mailing, shipping, supplies, and staffing
- Maintain office calendar and meeting schedules
- Assist with coordination and implementation of events
- Support the scheduling of travel arrangements
- Prepare reports and recommendations as requested for fundraising and program purposes
- Perform general accounting functions
- Update and support the maintenance of the data management system
- Support the maintenance of office records and files, both e and paper
- Negotiate and maintain contracts with vendors and service providers as needed while staying within budgetary restrictions
- Maintain financial records, ensuring participants are invoiced, vendors are paid on time and incoming funds are documented
- Coordinate the maintenance and upgrades of facilities
- Order and maintain office equipment, supplies and inventory
- Coordinate with IT department on all office equipment
- Support HR by coordinating interviews, reviewing applications and conducting orientation and training new employees in office policy and procedures
- Support special projects and keep management properly informed
- Assign and monitor clerical, administrative, and secretarial responsibilities and tasks among office staff
- Recruit and select office staff as needed
- Ensure security, integrity, and confidentiality of data
- Ensure office efficiency is maintained by carrying out planning and execution of equipment procurement, layouts, and office systems
- Establish a historical reference for the office by outlining procedures for protection, retention, record disposal, and retrieval
- Review and edit marketing materials to ensure they are in keeping with style guide
- Maintain a safe, secure, and pleasant work environment
- Other duties as assigned.
- Bachelor’s Degree
- Four plus years of office support experience, proven office management, administrative or assistant experience
- Knowledge of accounting, data and administrative management practices and procedures
- Tech-savvy and proficient in Windows 10 OS, Microsoft Office Suite (including Excel, Outlook, Word, and PowerPoint) and O365, Adobe Acrobat, and basic QuickBooks (Desktop)
- Knowledge of human resources, business and management principals
- Familiarity and comfort with Salesforce or other CRMs
- Excellent interpersonal, written and oral communication skills
- Must have exceptional organizational skills, keen attention to detail, and ability to multi-task
- Demonstrated ability to problem-solve and innovate
- Understanding of nonprofit organizations preferred
This is a full-time, non-exempt position located in Pasadena, CA.
Starting salary: $66,000.
Interested candidates should submit cover letter and resume via email.
At the Institute for Educational Advancement (IEA), we believe that, in order to fully actualize their abilities, children require strong academic and personal development programs provided by skilled educators, administrators, and professionals. IEA is not limited to one approach to learning, but seeks the best strategy for each individual child. As one of the nation’s leading organizations for gifted and talented youth, we are committed to the whole child, inspiring students to grow and find balance among all five aspects of self: intellectual, emotional, social, spiritual, and physical. www.EducationalAdvancement.org