Administrative Office Manager

Qualifications
Professional Skills: Proficiency in Canva, QuickBooks, Microsoft Office Suite (Word, Excel, PowerPoint, OneNote), and Adobe Acrobat (PDF fillable forms)
Communication Skills: Excellent verbal and written communication abilities
Organizational Skills: Excellent time management, attention to detail, and a proactive approach to task management
Personal Traits: Teachable spirit, adaptability, and the ability to work collaboratively and independently as needed
Benefits
Salary: $48,000 - $55,000 per year
Responsibilities
Job Type: Full-Time (40+ hours per week)
The Administrative Office Manager provides direct support to both the CEO and the VP of Generosity & Partnerships at Hearts for Moms (HFM)
This individual manages a variety of tasks related to donor relations, volunteer coordination, event planning, and general office administration to ensure smooth daily operations and successful program delivery
Calendar Management: Coordinate and maintain calendars for both the CEO and VP of Generosity & Partnerships
Office Administration: Handle office tasks including ordering supplies, maintaining records, and performing basic bookkeeping duties using QuickBooks
Data Management: Enter and maintain all donor, volunteer, and fundraising data in CRM and related platforms
File Management: Organize essential documents, including preparations for IRS Form ++0 and other compliance-related needs
Donor Communication: Prepare and send thank-you letters, receipts, and other follow-up communications to donors
Database Maintenance: Update and manage donor records in the CRM, handle donation processing, and track in-kind contributions
Reporting: Prepare and distribute reports on finances, fundraising progress, and event metrics
Coordination: Assist with volunteer recruitment, scheduling, and tracking of volunteer activities and hours
Database Maintenance: Keep the volunteer database current and accurate to reflect all volunteer involvement
Event Coordination: Collaborate with the CEO, VP, and Event Coordinator to plan, coordinate, and execute HFM events
Project Management: Provide assistance on special projects related to events and fundraising, tracking progress and ensuring timelines are met
Communication Support: Help create and distribute monthly newsletters, appeals, and other communications for supporters
Meeting Support: Attend team meetings, record minutes, and handle follow-up communications as needed
Resource Management: Pick up donated items or printed materials and organize as needed
Flexible Support: Provide general support on tasks as requested by the CEO and VP, adapting to project needs
Work under the authority of your governing body
Job description
Position Title: Admininstrative Office Manager

Company: Hearts for Moms (HFM) A Christian Ministry serving single moms and their children

Location: West Palm Beach, Florida, United States

Industry Niche: Program Services, Volunteerism, Donor Relations

Job Type: Full-Time (40+ hours per week)

Salary: $48,000 - $55,000 per year

Job Overview

The Administrative Office Manager provides direct support to both the CEO and the VP of Generosity & Partnerships at Hearts for Moms (HFM). This individual manages a variety of tasks related to donor relations, volunteer coordination, event planning, and general office administration to ensure smooth daily operations and successful program delivery.

Qualifications:

• Professional Skills: Proficiency in Canva, QuickBooks, Microsoft Office Suite (Word, Excel, PowerPoint, OneNote), and Adobe Acrobat (PDF fillable forms).

• Communication Skills: Excellent verbal and written communication abilities.

• Organizational Skills: Excellent time management, attention to detail, and a proactive approach to task management.

• Experience: Bachelor’s degree or equivalent experience in office administration, with 1-2 years of relevant administrative experience preferred.

• Personal Traits: Teachable spirit, adaptability, and the ability to work collaboratively and independently as needed.

Primary Responsibilities:

Administrative Support:

• Calendar Management: Coordinate and maintain calendars for both the CEO and VP of Generosity & Partnerships.

• Office Administration: Handle office tasks including ordering supplies, maintaining records, and performing basic bookkeeping duties using QuickBooks.

• Data Management: Enter and maintain all donor, volunteer, and fundraising data in CRM and related platforms.

• File Management: Organize essential documents, including preparations for IRS Form ++0 and other compliance-related needs.

Donor Relations:

• Donor Communication: Prepare and send thank-you letters, receipts, and other follow-up communications to donors.

• Database Maintenance: Update and manage donor records in the CRM, handle donation processing, and track in-kind contributions.

• Reporting: Prepare and distribute reports on finances, fundraising progress, and event metrics.

Volunteer Management:

• Coordination: Assist with volunteer recruitment, scheduling, and tracking of volunteer activities and hours.

• Database Maintenance: Keep the volunteer database current and accurate to reflect all volunteer involvement.

Event Support:

• Event Coordination: Collaborate with the CEO, VP, and Event Coordinator to plan, coordinate, and execute HFM events.

Project Management: Provide assistance on special projects related to events and fundraising, tracking progress and ensuring timelines are met.

Communication Support: Help create and distribute monthly newsletters, appeals, and other communications for supporters.

Additional Duties:

• Meeting Support: Attend team meetings, record minutes, and handle follow-up communications as needed.

• Resource Management: Pick up donated items or printed materials and organize as needed.

• Flexible Support: Provide general support on tasks as requested by the CEO and VP, adapting to project needs.

• Work under the authority of your governing body