Office Manager & Central Office Support

Prospect Schools; New York (NY); On-site; USD 56,700 - 69,300; Full time

Job summary

Prospect Schools is seeking an Office Manager & Central Office Support in New York City. This in-person role involves managing clerical tasks, supporting the planning of events, and ensuring smooth office operations. The ideal candidate is organized, flexible, and aligns with the mission of Prospect Schools.

Key responsibilities include greeting visitors, managing communications, and maintaining a positive office culture. Qualifications include administrative experience, strong communication skills, and proficiency in Google Workspace. Salary range starts at $63,000, with a focus on equity and competitive compensation.

Qualifications

• Minimum of 3 years of experience in administrative or office management.
• Experience managing office systems and processes.
• Strong organizational, time management, and project coordination skills.

Responsibilities

• Manage clerical and administrative duties for office management.
• Support planning and execution of events.
• Coordinate office purchasing and inventory control.

Skills

Organizational skills

Communication skills

Problem-solving

Time management

Proficiency in Google Workspace

Education

High School Diploma or equivalent

Bachelor's degree preferred

Job description

About The Role

Prospect Schools is seeking an organized, flexible, and mission‑driven Office Manager & Central Office Support to join us in support of our growing network of schools. The ideal candidate is fully dedicated to the mission of Prospect Schools and to supporting the success of our students and families. This person will report directly to the Director of Executive Office Operations & Special Assistant to the CEO and be responsible for managing the essential variety of clerical and administrative duties required for office management and directly supporting the planning, preparation, and execution of annual all‑staff events. These tasks are critical to the creation and maintenance of a strong office culture and include greeting staff, answering phones, managing email and mail correspondence, scheduling, invoicing, supplies, and materials management. This person will be a consistent presence in the office, often being the first person our staff and visitors see at Treehouse. We are looking for an individual who is energized by opportunities to engage directly with others and help create a strong culture amongst our team. This role is fully in‑person in our Downtown Brooklyn Treehouse office. This role does not have remote flexibility.

Core Values

• Curiosity: Develop sound judgment and intellect by asking questions confidently and thinking critically
• Care: Support others by grounding every action in empathy while championing equity and inclusion
• Persistence: Grow and learn by solving problems with determination, creativity, and tenacity
• Passion: Succeed by approaching challenges with excitement, enthusiasm, and self‑assurance

Front Desk Management

• Greet visitors and clients in a professional and welcoming manner.
• Answer and direct phone calls to the appropriate parties.
• Manage incoming and outgoing mail and packages.
• Maintain a clean and organized reception area.

Office Coordination

• Coordinate with various departments and staff members to ensure efficient communication and workflow.
• Support the coordination and distribution of internal communications to the Treehouse Team, including announcements, newsletters, reminders, and event updates.
• Ensure common spaces are tidy and well‑stocked (conference rooms, front desk, bathrooms, kitchen, lounge spaces).
• Serve as the main point of contact for Treehouse Team members on office matters, including inventory, events, and reconciliation.
• Ensure that the office is a beautiful and welcoming space for the team to work in.
• Coordinate and execute office purchasing, maintain office supplies, and assist with supply inventory control.
• Manage copy machine supplies, printers, and other office equipment and office technology (conference calls, Zoom, room reservation system, etc.).
• Purchase and maintain inventory of general items (office supplies and food).
• Oversee the scheduling, coordination, and management of office and meeting spaces, including maintaining room calendars, processing space requests, resolving scheduling conflicts, and implementing systems that maximize efficiency and support organizational needs.

Event Coordination & Support

• Plan social events for the Treehouse Team and appreciate TH staff (birthdays, maternity/baby showers, weddings, transitions, etc.) as assigned.
• Support the Director in executing key internal and external events hosted by the CEO & Treehouse (network‑wide meetings, retreats, celebrations, staff appreciation initiatives, and special events). This includes supporting event logistics such as ordering, vendor communication, materials preparation, room setup, guest support, and day‑of coordination.
• Support with ad‑hoc requests from the E‑Team (e.g., coordinate travel arrangements, meetings, etc.).

Qualifications

• High School Diploma or equivalent required; Bachelor's degree preferred.
• Minimum of 3 years of experience in an administrative, office management, receptionist, executive support, or related operations role.
• Experience managing office systems, processes, and day‑to‑day administrative operations.
• Experience planning and supporting meetings, events, and organizational logistics.
• Prior experience working in a nonprofit, educational, charter school, or mission‑driven organization is strongly preferred.
• Exceptional professionalism in timeliness and attendance, communication, behavior, and ability to engage in productive discourse and problem solving.
• Ability to work independently, take initiative, and be a self‑starter.
• Excellent written and verbal communication skills.
• Ability to build positive relationships with a wide range of stakeholders.
• Exercise discretion when handling confidential and sensitive information.
• Strong organizational, time management, and project coordination skills, with the ability to manage multiple priorities simultaneously.
• Demonstrated attention to detail, sound judgment, and strong problem‑solving abilities.
• Proficiency in Google Workspace, including Gmail, Calendar, Drive, Docs, Sheets, and Slides.
• Familiarity with expense tracking, vendor coordination, and basic accounting principles.

Working Conditions

• This position operates in a professional office environment.
• Standard work hours are 5 days per week: Monday through Friday, 8:30 a.m. to 4:30 p.m. This is an in‑person role based at the Treehouse office and does not include routine remote work flexibility.
• Travel between Prospect Schools campuses and off‑site event locations may be required to support meetings, events, training, and other organizational priorities. Occasional work outside of standard business hours may be required to support key events and initiatives.
• May require occasional lifting and moving of office supplies or materials.

Salary

The salary range for this role starts at $63,000, then increases based on years of experience. Our salaries are set through a lens of equity, and based on an individual’s skills, education, and years of experience relevant to the role. At Prospect Schools we remain committed to providing competitive salaries.

EEO and ADA Statement

Prospect Schools is an equal‑opportunity employer. We actively recruit, hire, and retain a diverse and inclusive staff. We do not discriminate on the basis of race, color, ancestry, national origin, religion, age, gender identity or expression, sexual orientation, disability, citizenship, marital status, pregnancy, veteran status, or any other status protected by applicable law. Prospect Schools is committed to providing reasonable accommodations for qualified individuals with disabilities in our job application procedures. If you need assistance or an accommodation due to a disability, you may contact us at: [e-mail].

The critical features of this job are described above; they may be subject to change at any time due to reasonable accommodation or other reasons.