Office Manager

H2 Recruits; Columbiana (AL); On-site; USD 35,000 - 52,000; Full time

Job summary

BFH is seeking an Office Administrator to provide comprehensive administrative support to the Chief Executive Officer and the Executive Program Director. The role requires precise typing, document preparation, and timely handling of meetings, travel and materials for board and staff interactions.

You will manage meeting set-ups, maintain files, and assist with research and project tasks, ensuring confidentiality and professional communication across departments.

Qualifications

• High School Diploma or equivalent.
• Previous experience in administrative and customer service roles.
• Executive Assistant or Administrative Assistant experience 5 years.
• Non-profit experience preferred.
• Experience typing professional documents and preparing presentations in various software applications.
• Prefer experience setting up travel arrangements and working with an online calendar.

Responsibilities

• Greet stakeholders and visitors, handling issues or directing them to the appropriate person.
• Set up meetings and schedule appointments.
• Maintain and organize files, both physical and digital.
• Perform data entry and update records.
• Draft, edit and format documents, reports and presentations.
• Book travel arrangements, including transportation and housing.
• Prepare itineraries and ensure travel details are organized.
• Support projects by researching, compiling data and preparing documents.

Skills

Communication Skills

Organizational Skills

Attention to Detail

Confidentiality

Customer Service Skills

Computer Skills

Time Management

Analytical Skills

Teamwork

Emotional Intelligence

Education

High School Diploma or equivalent

Tools

Adobe

Microsoft Word

Microsoft Excel

PowerPoint

Databases

Job description

General Statement of Responsibility

The Office Administrator is responsible for providing the administrative needs of the Chief Executive Officer and the Executive Program Director. The employee will handle set-up of all meetings, make travel arrangements and prepare documents and miscellaneous items necessary for each meeting. Accurate and timely typing and document preparation are critical parts of the responsibilities. This role is essential to providing timely and reliable assistance to the Chief Executive Officer and Executive Program Director.

Position Duties

Duties for the Chief Executive Officer and Executive Program Director

• 1.Communicate BFH's mission, live out its values, and minister to those whom it serves whenever possible through prayer, mentorship, evangelism, discipleship, and other means.
• 2.Greet and assist stakeholders and visitors, handling issues or directing them to the appropriate person.
• 3.Complete home tours.
• 4.Schedule appointments and meetings.
• 5.Maintain and organize files, both physical and digital.
• 6.Perform data entry and update records.
• 7.Fax, email and mail documents.
• 8.Manage document control and ensure confidentiality.
• 9.Draft, edit and format documents, reports and presentations.
• 10.Prepare materials for all meetings, presentations and reports.
• 11.Dictate Meeting Minutes and distribute as needed.
• 12.Book travel arrangements, including transportation and housing.
• 13.Prepare itineraries and ensure all travel details are organized.
• 14.Support specific projects by conducting research, compiling data and preparing documents.
• 15.Collaborate with other contributors to ensure project tasks are completed on time.
• 16.Other duties as assigned.

Duties for the Chief Executive Officer

• 1.Prepare for Board Meetings, order and pick up Board lunches.
• 2.Maintain CEO's calendar.
• 3.Maintain files.
• 4.Be the contact person for the CEO, especially when the CEO is out of the office.
• 5.Run corporate errands as needed.
• 6.Handle special projects.
• 7.Other duties as assigned.

Duties for the Executive Program Director

• 1.Prepare Meeting Minutes and distribute as needed.
• 2.Organize and coordinate foster parent training, staff training, community training and other BFH events, conferences and meetings.
• 3.Book venues for training, arrange training needs and handle event logistics.
• 4.Register employees and students for training events.
• 5.Other duties as assigned.

Performance Standards

• 1.Professionally greet Stakeholders and all visitors, assisting as needed.
• 2.Ensure documents are created and maintained efficiently and accurately.
• 3.Create files and file documents in the appropriate location to be easily retrieved.
• 4.Prepare for all meetings for the Chief Executive Officer and Executive Program Director, including set-up and follow-up.
• 5.Professionally communicate orally and in writing.
• 6.Book travel arrangements in all aspects.
• 7.Organize, coordinate and track all training and other BFH events, conferences and meetings.
• 8.Ensure projects are researched and accurate.
• 9.Overall job performance.
• 10.Work as a team member, collaborating on project tasks.

Required Education and Experience

• 1.High School Diploma or equivalent
• 2.Previous experience in administrative and customer service roles
• 3.Executive Assistant or Administrative Assistant experience 5 years
• 4.Non-profit experience preferred
• 5.Experience typing professional documents and preparing presentations in various software applications
• 6.Prefer experience setting up travel arrangements and working with an online calendar

Knowledge

• l . Administrative skills
• 2.Computer Software applications, specifically Adobe, Word, Excel, PowerPoint and databases
• 3.File Management
• 4.Office Procedures
• 5.Mature, personal walk with Christ and ability to mentor, pray with, and counsel others in their faith.

Skills and Abilities

• 1.Communication Skills
• 2.Organizational Skills
• 3.Attention to Detail
• 4.Ability to Maintain Confidentiality
• 5.Customer Service Skills
• 6.Strong Computer Skills
• 7.Time Management
• 8.Analytical Skills
• 9.Ability to multi-task
• 10.Integrity
• 11.Teamwork
• 12.Emotional Intelligence