Office Manager

Job Description Summary
The Office Manager plays a critical role in supporting the smooth day-to-day operations of the office, creating a welcoming and organized environment, and coordinating key administrative functions. This position requires a proactive, detail-oriented professional with exceptional hospitality skills who can handle multiple responsibilities in a dynamic setting. The role is on-site five days a week and reports directly to the Senior Director of Operations.

The Patterson Family Foundation is a private, family-led foundation dedicated to helping rural communities thrive.

Job Description

Essential Functions

• Office Management: Maintain an organized and fully stocked office environment by overseeing inventory and keeping shared spaces such as the breakroom and common areas tidy, ensuring a welcoming and productive atmosphere for both associates and guests.
• Grant Disbursement Coordination: Collaborate with the programs and finance teams to facilitate the grant disbursement process, ensuring timely and accurate payments to grantees. Assist in collecting required tax documents to maintain compliance.
• Front Desk and Visitor Reception: Serve as the primary point of contact at the front desk, greeting visitors, and directing inquiries appropriately. Represent the Foundation with professionalism and warmth, and stay informed on the Foundation's mission, values, and initiatives to accurately address questions.
• Event Planning and Coordination: Assist in the planning and execution of 2-3 events annually, managing logistics such as catering, guest invitations, venue setup, and on-site support. Work closely with team members to ensure events are organized and run smoothly.
• Document Preparation and Reporting: Prepare and format documents, presentations, and reports, including quarterly Board materials, ensuring accuracy and a professional appearance.
• Meeting and Logistics Support: Provide meeting support by scheduling, preparing agendas, taking notes, and arranging necessary amenities like catering. Ensure meetings run smoothly by managing technical and logistical needs.
• Knowledge Management: Organize and maintain the Foundation's knowledge management system on SharePoint, ensuring documents are accurately stored and easily accessible. Work closely with the Senior Director of Operations to support effective information sharing.
• Communication Management: Oversee the main inbox and phone line, responding to inquiries and directing communications to the appropriate team members. Manage external communications professionally and promptly to support the organization's reputation.
• Special Projects: Provide support for special projects across all Foundation staff, including assisting with legacy-related initiatives, managing research efforts, coordinating associate engagement and culture events, and contributing to other organizational priorities as needed.

Personal Attributes

• Service-minded problem solver.
• Attention to detail and accuracy in all tasks.
• Excellent communication and interpersonal skills.
• Ability to prioritize tasks and manage multiple deadlines.
• Proactive and self-motivated with a strong sense of initiative.
• Ability to work both independently and collaboratively in a team environment.
• Professionalism and discretion when handling confidential information.

Skills and Experience

• A bachelor's degree in a relevant field is preferred.
• Previous experience in office management or executive assistant role.
• Experience with event planning and coordination.
• Experience in business writing and editing.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook).
• Must possess and maintain a current, valid driving license and auto insurance.
• Strong problem-solving skills and ability to think critically.