Office Manager/Executive Assistant Job at NAMI San Diego in San Diego

Company Description: NAMI San Diego & Imperial Counties (National Alliance on Mental Illness) is a nonprofit organization that provides free education, support services, and advocacy to improve the quality of life of everyone affected by mental illnesses.

Primary Responsibilities/Function: NAMI San Diego & Imperial Counties is seeking a highly organized and proactive Office Manager/Executive Assistant to join our administrative team. This role is crucial to ensuring the smooth operation of our office and providing executive support to our leadership team. The ideal candidate will be a detail-oriented professional with a passion for supporting a non-profit environment.

Duties and Responsibilities:

• Office Management:
  • Oversee the day-to-day operations of the administrative office, ensuring a productive and efficient work environment.
  • Manage office supplies and equipment and coordinate with facilities for any needed maintenance and repairs.
  • Help develop and implement office policies and procedures to enhance productivity and efficiency.
  • Manage office budgets and track expenses to ensure cost-effective operations.
  • Organize and maintain office files, records, and documentation, ensuring confidentiality and compliance with organizational policies.
• Executive Support:
  • Provide high-level administrative support to the executive team, including scheduling meetings, managing calendars, and coordinating travel arrangements.
  • Prepare and edit correspondence, reports, presentations, and other documents on behalf of the executive team.
  • Assist with meeting preparation, including creating agendas, gathering materials, and taking minutes during meetings.
  • Act as a liaison between the executive team and internal/external stakeholders, managing communications and ensuring timely responses.
  • Handle confidential and sensitive information with discretion and professionalism.
• Event and Project Coordination:
  • Assist in planning and executing organizational events, meetings, and other activities, including logistics and coordination with vendors.
  • Support special projects and initiatives as directed by the executive team, ensuring timely completion and quality outcomes.
  • Coordinate staff meetings, retreats, and training sessions, including venue selection, catering, and material preparation.
• Administrative Support:
  • Manage incoming and outgoing communications, including phone calls, emails, and mail, ensuring prompt and appropriate responses.
  • Maintain and update contact lists, distribution lists, and databases for the organization.
  • Provide general administrative support to staff, including assistance with document preparation, data entry, and other tasks as needed.
• Other duties as assigned.

Accountability: Reports to Chief Financial Officer.

Physical Demands: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with qualified disabilities to perform the essential functions.

• Prolonged periods sitting at a desk and working on a computer.
• Prolonged periods of standing and walking.
• Must be able to lift up to 25 pounds at times.

Minimum Requirements, including linguistic and cultural skills, education, experiences, licenses and certifications:

• Bachelor's degree in Business Administration, Management, or a related field preferred.
• A minimum of 3-5 years of experience in office management, executive support, or a similar role, preferably in a non-profit organization.
• Excellent organizational and time-management skills, with the ability to manage multiple tasks and priorities.
• Strong written and verbal communication skills, with a professional and approachable demeanor.
• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and other office management software.
• Ability to work independently and as part of a team, demonstrating initiative and problem-solving abilities.
• High level of discretion and confidentiality in handling sensitive information.
• Strong interpersonal skills and the ability to build positive relationships with colleagues, stakeholders, and partners.
• Must have a satisfactory driving record.
• Reliable and consistent attendance.

Due to our work with vulnerable populations and county contractor requirements, applicants will be required to undergo a background check following a contingent offer of employment and must receive satisfactory results prior to a final offer of employment. If you have any questions regarding this requirement, please feel free to reach out to HR@namisd.org.