OFFICE MANAGER

OFFICE MANAGER
Job Title: Office Manager
Reports To: President/CEO
Job Status: Full-time; Exempt
Salary Range: $65,000 - $80,000
SUMMARY
We are seeking a highly organized, congenial team player to serve as the vital "eyes and ears" for the President/CEO. This role is designed for a proactive professional who will make this position their own by overseeing day-to-day operations and providing complex, confidential support that requires exceptional independent judgment. The ideal candidate will leverage superior organizational skills to maintain a professional office appearance and ensure the seamless execution of executive functions, with significant opportunity for professional growth.
ESSENTIAL DUTIES AND RESPONSIBILITIES The list of duties and responsibilities is illustrative only and is not a comprehensive listing of all the duties and responsibilities performed by positions in this class.
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Organizational Leadership & Ownership: Independently develops and implements new processes, standards, and procedures for tasks and assignments. You will take full ownership of the office's operational flow, analyzing issues and making autonomous decisions to improve efficiency.
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Executive Partnership: Serves as a trusted representative and the "eyes and ears" of the President/CEO for operational health; spots operational bottlenecks before they become a problem; gauges office morale and flags any potential concerns; protects time by knowing which urgent issues actually need attention.
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Meticulous Coordination: Manages complex executive calendars and meticulously plans upcoming meetings and events to ensure the availability of the President/CEO, Board of Directors, and Officers.
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Professional Environment & Appearance: Responsible for the professional appearance of the office by overseeing facilities, including leases, maintenance visits, and the procurement of furniture and equipment.
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Information & Records Management: Demonstrates strong organizational discipline by routing urgent, time-sensitive materials and maintaining rigorous filing systems for confidential records, procedures, and manuals.
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Financial & Resource Oversight: Creates and monitors comprehensive budget documents and manages financial records, including payroll, personnel files, and accounts receivable/payable.
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Streamlined Communications: Acts as the congenial primary point of contact for the office, handling correspondence and phone calls with high-level grammatical and rhetorical proficiency.
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Resource Management: Manages vendors for IT and legal services while overseeing inventory and ordering supplies to ensure the team has the necessary resources to succeed.
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Performs other duties of a similar nature or level
KNOWLEDGE, SKILLS AND ABILITIES
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Strong Organizational Skills: Proven ability to prioritize and assign work, meet strict deadlines, and manage multiple competing priorities in a busy, open-area office environment.
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Administrative Expertise: Deep knowledge of modern office procedures, calendar management principles, and event planning.
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Technical Proficiency: Expert skill in Microsoft Office (Outlook, Word, Excel, TEAMs, Planner, and PowerPoint), HubSpot CRM, and various modern office equipment.
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Problem Solving: The ability to anticipate and recognize problems before they arise, identifying alternative solutions and making appropriate recommendations to the CEO.
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Interpersonal Excellence: Congenial interpersonal skills to effectively exchange information and provide support to coworkers and the public.

QUALIFICATIONS
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Education: Associate’s Degree in a related field.
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Experience: Five years of progressively responsible clerical or office experience supporting senior/executive managers.
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Certifications: Must possess a valid Florida driver’s license and be able to obtain a Notary Public license from the State of Florida.
WORK ENVIRONMENT
Workstation is located in a busy, open-area office with frequent interruptions. The incumbent must use their organizational prowess to maintain a calm, professional demeanor and a polished office appearance despite high activity levels. Some travel may be required.
Note: Management has the right to revise this job description at any time. This description is not a contract for employment.