Office Manager

2 weeks ago

Quebec, Canada ROME GROUP Full time

Grand Center Inc. (GCI) is a non-profit organization that creates the conditions for a thriving creative community in Grand Center Arts District, located in the heart of Midtown St. Louis. GCI focuses on community connections, District improvements, and the sustainability of our organization and the Grand Center Arts District.

Our work includes infrastructure improvements, managing security, activation of public space, district tours, collaborative district marketing, economic development, and convening partners to work together on larger, district-focused programs.

Job Purpose: The Office Manager ensures the smooth operation of administrative functions of the organization. This position has wide-ranging responsibilities that support all facets of the organization, as well as its district partners and constituencies.

This role is a full-time position and reports directly to theChief of Staff of Grand Center Inc. Responsibilities include, but are not limited to:

Administrative:

-Greet visitors and answer incoming calls; assist in answering questions about district amenities and connecting to other district resources.
-Coordinate and distribute office calendars, including staff scheduling.
-Provide communication support to the Executive Director and Chief of Staff; assist with scheduling meetings and events, support calendar management, and send emails and other communications as directed.
-Schedule and coordinate office morale activities such as team events, birthdays, etc.
-Process incoming mail and distribute it to appropriate staff in a timely manner.
-Handle incoming checks and donations; scan, save to electronic filing, and email to the Development Manager and Chief of Staff.
-Handle incoming bills; scan, save to electronic filing, and email to the Chief of Staff.
-Monitor supply inventory and order or request materials as needed.
-Track and renew business insurance, business licenses, and entity registrations.
-Ongoing filing maintenance, ensuring adherence to the record retention policy.
-Assist with electronic filing organization.
-Provide additional communications support to GCI team as needed.
-Perform various tasks to ensure the office operates efficiently.
-Represent the organization in a professional manner that aligns with the mission and values.

Board & Committees:

-Maintain accurate and updated Board and committee lists and contact information.
-Maintain all paper and electronic Board records, minutes, and resolutions.
-Manage Board and Committee communications; schedule meetings, maintain meeting calendars, and coordinate with directors and staff to obtain and distribute agendas and materials in a timely fashion.
-Prepare for meetings, including printed materials, refreshments, technology, and room setup.
-Take minutes for governance committee meetings and prepare for committee approval.
-Support new board member onboarding process; obtain contact information and bio, schedule orientation, tour, and lunch as requested.

Staff Support:

Development

– Assist with database management, posting of donations, acknowledgment letters, membership fulfillment, and constituent mailings.

– Fundraising event support, including the annual gala, auction, and others.

Community Engagement

– Assist with district activities and programs as needed.

– Assist with volunteer management.

Marketing

– Assist with website calendar event updates

Office Operations:

-Water and care for indoor and outdoor plants.

-Maintain organization and tidiness of the conference room, kitchen, and shared spaces.
-Serve as the primary contact for vendors.
-Manage the activity, quality, and costs associated with all vendors working in the office or the building.
-Manage assigned projects from bid process to completion, assuring quality and cost control.
-Manage a calendar of regular maintenance and inspections for all building systems.
-Develop and maintain a calendar/list of facilities contracts and certificates of insurance, monitoring end dates and renewals.
-Serve as the primary point of contact for second-floor tenant(s).

District Operations:

-Maintain the District Contact list.
-Serve as the primary point of contact for the Grand Center CID.
-Perform all functions of the CID Management agreement, including meetings, sales tax credits, vendor management, district conditions review, security company oversight, and reporting to the board.
-Review lighting conditions on a regular basis, report issues to the city and follow up on repairs.
-Review wayfinding banners and signage on a regular basis, and schedule repairs and installations within budget and project scope as directed.
-Assist with monitoring conditions in Strauss Park.

Qualified candidates should meet the following criteria:

Bachelor’s degree preferred.
At least two years of related work experience.
Proficient in Microsoft Office Suite
Ability to work collaboratively with all team members.
Excellent communication skills.
Excellent organizational skills with the ability to prioritize and direct the flow of multiple projects and tasks simultaneously.
Comfortable in a public-facing role interacting with a diverse group of staff, board members, district stakeholders, and visitors by e-mail, telephone, and in person.

To apply, please email resume and cover letter to hr@grandcenter.org.

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