Office Manager

San Francisco Fleet Week Association; San Francisco (CA); On-site; USD 80,000 - 100,000; Part time

Job summary

A non-profit organization in San Francisco is seeking a proactive Office Manager to oversee daily operations. The ideal candidate will manage administrative tasks, support staff, and ensure smooth office functionality. Strong communication and organizational skills are essential for this part-time on-site role.

Qualifications

• Experience in the non-profit sector or military/first responder community is a plus.
• Proficient in file management systems to ensure easy retrieval of documents.

Responsibilities

• Provides excellent administrative support using project management and organizational skills.
• Maintains the SFFW database in Excel ensuring all new stakeholders are entered appropriately.
• Coordinates the calendar and meetings for the Executive Director.

Skills

Organizational Skills

Communication

Multitasking

Tools

Microsoft Office 365

QuickBooks

Eventbrite

Survey Monkey

Job description

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San Francisco Fleet Week celebrates the rich naval tradition in the Bay Area, honors the men and women serving in today's armed forces, and facilitates annual disaster preparedness training with the Navy, Marines, and local first responders. San Francisco Fleet Week is a non-profit organization producing over 45 events during it's annual event including the country's #1 Airshow, the Parade of Ships, band performances among other events. The Association conducts fundraising events throughout the year and forms partnerships to keep Fleet Week events free to the public.

Role Description

We are seeking a highly organized and proactive Office Manager to oversee the daily operations of our office. The ideal candidate will be responsible for ensuring smooth office functionality, managing administrative tasks, and supporting staff in various capacities. This role is essential for maintaining a productive work environment and requires strong communication skills, attention to detail, and the ability to manage multiple priorities effectively. This is a part-time on-site role for an Office Manager located in San Francisco, CA. The candidate will work directly with the Executive Director and provide support to the team to ensure the smooth operation of the office.

Responsibilities and General Duties include:

• Provides excellent administrative support using a variety of project management, communication, and organizational skills.
• Maintains the SFFW database in Excel ensuring that all new stakeholders are entered appropriately.
• Maintains the SFFW calendar invitations for meetings and events including the SLS and receptions.
• Takes notes at all meetings and sends them out in the designated time frame.
• Produces and copies documents, reports and presentations and other misc. documents.
• Prepares and assembles materials including agendas, background documents, presentations and meeting summaries as required.
• Coordinates the calendar and meetings for the Executive Director, ensuring materials are produced and provided for each meeting.
• Provides basic bookkeeping using QuickBooks, collecting and categorizing any event expenses.
• Other miscellaneous duties as required.

Qualifications

• Knowledge of Microsoft Office 365, Eventbrite, Survey Monkey and QuickBooks.
• Excellent organizational and multitasking abilities.
• Ability to work well in a team and independently.
• Strong organizational skills with the ability to prioritize tasks effectively.
• Proficient in QuickBooks for financial management and reporting.
• Excellent communication skills, both verbal and written.
• Ability to manage schedules efficiently while adapting to changing priorities.
• Proficient in file management systems to ensure easy retrieval of documents.
• Experience in the non-profit sector or military/first responder community is a plus.

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