Office Manager - TEEMA - Eagle

The mission of CARES is to assist children and adults with intellectual/developmental disabilities (ID/DD) and/or mental health conditions and their families, in particular, from under-served multilingual communities, access information, obtain resources and services.

Salary Range: $60-80k 

Location: Lower East Side, NY, NY 

Essential Duties and Responsibilities:

We are looking for an experienced Office Manager that can support our Chief Financial Officer while ensuring that the office is running smoothly at all times. They will be required to perform a variety of administrative tasks and support our company’s CFO.

The responsibilities include managing an office staff of 8, calendar maintenance, travel arrangements, and gatekeeping. To be successful in this role, you should be well-organized, have great time management skills and be able to act without guidance.

Ultimately, you will contribute to the efficiency of our business by providing personalized and timely support to the CFO and the main office of the Organization.

• Main point of contact amongst executives, staff, external partners, and state and federal agencies.

• Manage information flow in a timely and accurate manner.

• Manage CFO calendars and set up meetings.

• Point person for office vacancies on a day to day basis.

• Assign tasks to Admin staff.

• Execute travel and accommodation arrangements

• Prepare weekly, monthly or quarterly reports

• Oversee the performance of other clerical staff

• Format information for internal and external communication – memos, emails, presentations, reports

• Take minutes during meetings.

• Oversee food service for events and meetings.

• Ensure that there are adequate supplies at all times.

• Screen and direct phone calls and distribute correspondence

• Organize and maintain the office filing system

• Quickbooks entries/tasks as needed

• Perform related duties as assigned by supervisor

• Additional support to the HR Team as requested

• Maintain compliance with all company policies and procedures

• Perform related duties as assigned by supervisor

Education and/or Work Experience Requirements:

• Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers.

• Computer proficiency (must have prior QuickBooks experience and MS Office – Word, Excel and Outlook)

• Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer service

• Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices

• Work experience as an Executive Assistant, Personal Assistant or similar role

• Outstanding organizational and time management skills

• Familiarity with office gadgets and applications (e.g. e-calendars and copy machines)

• Discretion and confidentiality

• A minimum of 2 years worth of QuickBooks experience is prefered.

• At least 2 year's worth of experience overseeing staff.

• High school diploma or GED required. Associate degree preferred.

Physical Requirements:

• Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards.

• Ability to maintain regular, punctual attendance consistent with the ADA, FMLA and other federal, state and local standards.

• Must be able to lift 35 lbs.

• Must be able to talk, listen and speak clearly.