Office Manager

At The Cape Cod Foundation, the Office Manager is a central member of the team who helps keep the organization connected, organized, and operating effectively. As an important first point of contact for partners and a trusted resource for staff, the Office Manager creates a welcoming, professional experience while coordinating the systems, information, and day-to-day support that enables the team to work collaboratively and advance the Foundation's mission.

LEAD:

Office operations, administrative systems, and organizational coordination to ensure a professional, efficient, and well-supported workplace, serving as the operational hub of the organization. Coordination of staff appreciation and recognition initiatives, including employee birthdays, work anniversaries, and other programs that foster a positive and engaged workplace culture. Maintenance of the organization-wide office calendar, ensuring accurate, timely communication of meetings, events, staff schedules, and paid time off (PTO) to support effective coordination across the Foundation. Management of office supplies and inventory, ensuring availability of essential materials to support efficient daily operations. Coordination and execution of Foundation events and special projects, managing logistics such as venues, catering, registrations, and other operational requirements to ensure successful outcomes. Planning and administration of event registration processes through Constant Contact, including event setup, attendee management, communications, RSVP tracking, and reporting. Management and maintenance of Constant Contact distribution lists, ensuring data quality, audience segmentation, engagement tracking, and the effectiveness of organizational communications. The Foundation?s telephone system, ensuring incoming calls are answered and routed promptly and professionally, and proactively updating voicemail messages to reflect office closures, schedule changes, and other important information. The daily processing and distribution of incoming and outgoing mail, ensuring timely delivery, appropriate routing, and effective organizational communication. Ensure the accuracy and currency of Foundation data by proactively monitoring and coordinating updates across constituent databases. Assume additional responsibilities and special projects as assigned to support organizational priorities and evolving business needs.

COLLABORATE:

With staff across departments to coordinate accurate, timely electronic and print mailings, including preparation, distribution, and RSVP list management, helping ensure a consistent and professional experience for recipients. With the Vice President of Operations to manage vendor relationships and oversee service agreements. With the Finance Officer to ensure the accurate processing of donations, distribution of grant payments, and maintenance of financial integrity through check reconciliation. With staff to support technology requests, troubleshoot basic issues, and facilitate timely escalation to the appropriate service provider or support channel. With staff to provide operational support for organizational meetings and office functions, including managing errands and logistical needs that contribute to efficient day-to-day operations.

QUALIFICATIONS:

Strong organizational skills with the ability to manage multiple tasks and deadlines effectively. Excellent written and verbal communication skills Proficiency in Microsoft Office Suite and familiarity with CRM or donor management systems. Detail-oriented with strong data entry and record-keeping skills Collaborative team player with the ability to work across departments Basic understanding of nonprofit operations Commitment to the organization?s mission and values, demonstrating professionalism and integrity.