Office Manager

Primary Responsibilities:

Office Management
• Reporting office progress to president and working with them to improve office operations and procedures.
• Maintains security procedures, monitors alarm system, and visitor check in process.
• Manage relationships with vendors and service providers such as telephone and janitorial.
• Greet and direct office guests and direct inbound phone calls when receptionist isn’t working.
• Processes incoming and outgoing mail and maintains postage accounts.
• Purchasing agent for office supplies, stationery, and other equipment as needed. Maintains supply inventory.
• Develop a yearly calendar for department that includes timetables, procedures, and responsibilities to be
accomplished.
• Maintain office equipment inventory including IT.
• Maintains front desk, community room, and lobby organization.
• Serves as liaison between FCPS facilities management.

Data Management
• Oversee the development and maintenance of donor database integrity; assure design and maintenance of
donor/prospect records, gift management systems, mailing lists, class and volunteer verification, and
informational reports and provide in a timely manner.
• Responsible for the maintenance and update of hard files.
• Assists in the production, maintenance and distribution of financial reports including, but not limited to,
gift/pledge logs, weekly and monthly reports, and executive dashboards.
• Provides mailing lists or other reports upon request in a timely manner.
• Prepare data for meetings, presentations, and project-specific data for e-mailings, newsletters, annual
reports, and other communications and provide timely and accurate fulfillment and creation of queries and
reports.
• Provides support for the annual audit and fiscal year end closing processes.

Marketing
• Assist with development of marketing and communications plans.
• Serve as primary administrator for social media accounts and website.
• Work with team to create marketing pieces for promotional, fundraising, events, and other purposes.
• Monitor and update JA website content and post on social media platforms.
• Serve as a marketing liaison to the JA Headquarters, keeping up to date on processes and policies from the
national office and ensuring local materials/messages are consistent with national message.

Gift Processing
• Process gifts and other payments, make deposits, draft acknowledgement letters and other stakeholder
communications and reports.
• Processes and maintains records on all gifts, pledges, and donor-related transactions. Produce and submit
gift/pledge acknowledgement correspondence, pledge reminders and matching gift requests.
• Interacts with donors, volunteers, board, and staff to answer questions/requests regarding gifts/pledges.
• Ensure compliance with all relevant regulations and laws; maintain accountability standards to donors and
ensure compliance with code of ethical principles and standards of professional conduct for fundraising
executives.
• Works with president and marketing committee to produce the annual report; personalized end-of-year
impact summaries; donors’ end-of-year philanthropy summaries; memorial/honorarium acknowledgments.
• Leads effort to provide reporting to JA USA for pass thru grants.
• Ensures donors receive proper recognition as outlined in stewardship matrix and sponsorship benefits
packages.

Board and Committee Meetings
• Schedule and coordinate board meetings and committee meetings. Prepare various meeting materials
including agendas and minutes.
• Partner with the committee chair to support all committee meetings, prepare notes from each meeting.
• Orders lunches upon request and assists with prepping meeting rooms as needed.

Events
• Develop standard operating procedure and itinerary for each event and distribute with appropriate notice to
staff, volunteers, venue, and committee members.
• Assist with volunteer recruitment, recognition, and coordination of volunteer roles for each event.
• Assure design and implementation of each event program, with feedback and necessary tools/check and
balance systems to ensure integrity and transparency in reporting results and outcomes.
• Maintain accounting on all income/expense for each event and help evaluate the effectiveness of the
organization’s event development, communications, and programs.
• Secure and coordinate all appropriate permits, permissions, and licensing prior to events.
• Execute sponsorship and stewardship recognition plans related to assigned events.
• Direct, supervise, and train volunteers at events.
• Establish and execute all assigned event logistics, including leadership and oversight for event production;
from planning (invitations, collateral, etc.) to wrap-up (timelines, meetings, staffing, run of show, etc.).

Qualifications (required)

Bachelor’s degree in business administration, marketing, communications or a related field or two or more years of
direct experience in marketing or fundraising; strong organizational and project management skills; excellent written,
verbal, interpersonal and presentation skills; detail oriented; knowledge of various marketing platforms, including
print, social, digital and email; basic experience with Microsoft tools; knowledge of Adobe Creative Suite tools;
willingness to learn new software and programs; ability to work in a fast-paced environment and manage multiple
tasks and deadlines.

Application Process

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