Job Summary:
We seek an experienced Office Manager to oversee the daily operations of our office. The ideal candidate will be organized and detail-oriented.
- Administrative Support: Provide administrative assistance to ensure the smooth functioning of the office, including handling correspondence, managing conference room schedules, and coordinating meetings.
- Supply Management: Manage office supplies, equipment, and inventory; place orders as necessary to ensure adequate stock levels.
- Office Services: Scheduling meeting rooms; messenger services; servicing minor repairs of furniture and equipment; maintenance of reproduction copiers; monitoring vending machine units; and providing central typing assistance.
- Purchasing: This involves purchasing office equipment, furniture, and supplies, assisting staff in selecting items, dispensing used equipment and furniture, and storing supplies and materials.
- Mail Operations: The preparation and distribution of incoming mail; interoffice mail pickup and delivery; preparation of outgoing mail, including bulk mailings of printed material and packaging.
- Communications/Reception: The installation and general maintenance of central and individual office telephone equipment; central answering and reception services: publication/distribution of staff directories.
- Printing/Reproduction: Securing internal and outside reproductive services such as printing, word processing, and other related services and coordinating all projects to completion.
- Facility Oversight: Maintain a well-organized and tidy office space, overseeing facilities management and ensuring a comfortable and efficient work environment.
- Lease arrangements; remodeling, repair, decorating; shipments and storage; heating/cooling monitoring.
- Event Planning:
- Event Coordination: Plan, organize, and execute a variety of events, including conferences, meetings, and social gatherings, ensuring all aspects are well-coordinated.
- Vendor Management: Liaise with vendors, negotiate contracts, and coordinate logistics to ensure seamless event execution.
- Budget Oversight: Develop and manage event budgets, tracking expenses and ensuring cost-effectiveness.
- Participate, as needed,
- In the WNV team activities and training.
- In other WNV staff teams, as assigned.
- In local and statewide working groups of allies working in the elections and maintaining key relationships with like-minded groups.
- Maintain frequent communication with the staff team and member leaders.
- Schedule meetings in a conference room or Zoom as needed
- Assist with preparing documents for meetings and training
- Assist with securing locations for conferences, training, and special events.
- Assist with coordinating volunteers and vendors for special events.
- Keep the office clean and tidy – organize supplies, file paperwork, recycle, etc.
Qualifications
- Knowledge of computers, data entry, and software applications, including Excel, Word, Google platform, and PowerPoint. Knowledge of EveryAction, In Design, Access database, and Publisher desired
- Organizational Skills: Strong organizational and time-management skills with the ability to prioritize tasks effectively.
- 2+ years experience in office management or equivalent position with similar responsibilities described above
- Associates degree desired
- Familiarity with and commitment to organizing and empowering local people through participation in the political process.
- Strong interpersonal communication skills.
- Demonstrated proficiency in election data analysis, opposition research, persuasive writing, and editing.
- Ability to work in a team management environment.
- Familiarity with and working knowledge of personal computers and software, especially voter files and databases.
- Flexibility: Ability to adapt to changing priorities and work well under pressure.
- Ability to travel on regular overnight stays (staff car, not a personal vehicle, is used).
To Apply
Interested candidates should submit a resume and three professional references. Please email applications to astewart@westernnativevoice.org. Phone inquiries are encouraged at (406) 869-1938.
Interviews may be conducted on a rolling basis. Positions will remain open until filled. We encourage candidates from diverse backgrounds to apply.
Western Native Voice is an equal-opportunity employer.
Job Type: Full-time
Pay: $20.00 - $22.18 per hour
Expected hours: 40 per week
Benefits:
- 401(k)
- Dental insurance
- Flexible spending account
- Health insurance
- Paid time off
- Parental leave
- Retirement plan
- Vision insurance
Schedule:
- 8 hour shift
- Monday to Friday
- Weekends as needed
Education:
Experience:
- Microsoft Office: 2 years (Preferred)
- Administrative experience: 2 years (Required)
Ability to Commute:
- Billings, MT 59102 (Required)
Work Location: In person