Office Manager and Executive Assistant

Job Description

Status
Full-time, FLSA Exempt

Time
Monday - Friday
8:00 a.m. - 4:30 p.m., including a 30-minute lunch break
Occasional hours for scheduled events

Reports to
Executive Director

Responsibilities

Communications
Manage communications among John XXIII's constituents across a variety of media, including weekly newsletters, mail, email, phone, social media, website, "takehome" flyers, and calendars

Admissions & enrollment
Facilitate the admissions process, managing families' path from initial inquiry to enrollment. Assist the Executive Director in the yearly re-enrollment process, including managing the electronic student management system.
Assist the Executive Director in the creation of annual tuition agreements.
Annually prepare Emergency Binders for each environment and office.

Projects
In collaboration with the Executive Director, coordinate multiple yearly projects such as Parent Welcome Packets, Grandparent Bridge Builders Fundraiser, preparations for the annual major fundraiser (SlowFoodVastWine), and seasonal newsletters.

Assistant to the Executive Director
Manage the Executive Director's calendar.
Manage the Executive Director's administrative deliverables, including expense reports, document preparation, timesheets, drafting communications, calendaring, and post-meeting action steps.
Assist the Executive Director with the onboarding of new staff.
Assist the Center Executive Director in project coordination and information dissemination.
Bookkeep in Quickbooks.
Manage electronic payments for fundraising efforts and assist in fundraising database management.
Assist in planning and running John XXIII's open houses and other events.

Office management
Joyfully Greet and welcome guests, parents, visitors, and vendors; provide appropriate assistance.
Manage mail and package deliveries.
Maintain and update supply inventory.
Facilitate purchase requests.
Open and close the office; organize and maintain the front office area and kitchen/gathering space by keeping areas tidy and clean, updating efficiencies when needed.
Assist in collecting and tracking forms/money for various projects.
Assist staff/students with administrative requests.
Run errands for Center business, such as trips to the grocery store, bank, and printer.

Key Criteria for Success
Comfortable with Ambiguity: Has the ability to 'go and figure it out' when all necessary information is unavailable. Is willing to make quick decisions even without all the facts. Handles deviations from routine without assistance; readily accepts changes in procedures, assignments, and priorities. Takes change in stride; adapts, improves, and overcomes obstacles and challenges. Can balance competing priorities in assignments. Does not dwell on the negative or downside of things or decisions.
Resilient Drive: Has the ability and energy to do what it takes to be faithful to God's call and one's unique role in service to John XXIII's Mission and Values. Is motivated to achieve his/her goals and support the organization's goals, knowing that that will require effort, flexibility, and skill. Anticipates problems and obstacles and brings resourcefulness and a "can-do spirit" to short- and long-term goals and tasks. Finds satisfaction in living out one's purpose and the effort it takes to achieve one's key responsibilities. Is committed to the development and training that it will take along the way.

Requirements
Proficient with Google Workplace (especially Gmail, Drive, Docs, and Sheets).
Ability to learn to use various software applications quickly and proficiently, including Quickbooks, TADS (student management system), Divi (website design platform that does not require coding), Canva, Signup Genius, Bloomerang (donor management software), and Constant Contact.
Excellent verbal and written communication skills.
Detail-oriented, good time management skills, and a strong ability to prioritize work.
Ability to take initiative, anticipate needs, and exercise independent, sound judgment.
Ability to manage sensitive matters with a high level of confidentiality and discretion.
Bachelor's Degree preferred.

Please email a cover letter, resume, and list of references to Nicholas Fonte at nicholas@john23mcc.org.

About the Employer

We partner with open-hearted families to guide children on a journey of self-discovery and learning so they can live joyfully in God's love and fulfill their unique call in life.