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Office Manager, Museum Search & Reference, Remote position, work from home

  • 26 May 2024 8:51 AM
    Quote
    Message # 13361926
    Anonymous
    • ·         Remote position, work from home
    • ·         FT
    • ·         Salary range: $40,000-55,000, depending on experience, plus benefits including vacation, holidays, health insurance, and retirement contribution.
    • ·         No travel

    If you are a well-organized administrator, have some nonprofit experience and a love for museums, this Office Manager position could be a rewarding next step for your career.

    Join a mission-driven, growing executive search firm, serving museums across America with six consultants and four staff. Our mission is “finding the very best leadership for America’s museums.” Visit www.museum-search.com to learn more about our firm.

    Overall responsibility

    The Office Manager reports to the Principal and supports the work of Museum Search & Reference, its Principal and consultants, to fulfill the firm’s mission and to create satisfied clients. The Office Manager is “the glue that holds us all together.” As the key administrator keeping search steps proceeding on schedule, and as a self-starter taking care of the behind-the-scenes work that keeps the business operating smoothly and successfully, the Office Manager supervises two employees and communicates regularly with the third, the Principal, the consultants, and our clients. The Office Manager anticipates what is coming next and creates smooth procedures, systems, and services.

    Main responsibilities and duties

    • ·         Handle office and business tasks to ensure sound business operations, such as payroll reporting, employee policies, insurance policies, state tax matters (our employees work remotely from various states), cross-training and procedure documentation, office purchases and equipment.
    • ·         Oversee the firm’s calendar—tracking deadlines and recurring tasks and events—for search projects and general operations. Coordinate search-project calendars ensuring work is queued properly and deadlines are met.
    • ·         Supervise and manage workflow for two office staff, including the bookkeeper. Lead, motivate, and evaluate the office team. Fill in for staff on vacation.
    • ·         Manage relationship with outside IT consultant to ensure access to and troubleshooting for hardware and software. Help onboard new consultants and staff on use of filesharing and computer programs. Regularly update website postings.
    • ·         Draft contracts and other documents, using and updating the firm’s templates.
    • ·         Proofread and do final formatting of documents for clients, including proposals, job ads, and work-product deliverables.
    • ·         Oversee scheduling and preparation of Candidate Portfolios, a main deliverable to clients.
    • ·         Daily internal and external communications, including emails, chats, and video meetings.
    • ·         Prepare and update HR policies. Administer employee benefits and set up trainings.
    • ·         Prepare agendas for and create minutes for firm monthly meetings and help with logistics for other remote or onsite meetings
    • ·         Manage document creation, templates, document retention, filing, access, and destruction.
    • ·         Support the Principal and the consultants with needed documents, information, task reminders, and assistance.
    • ·         Other office duties as assigned, such as selecting and shipping holiday gifts for clients.

    Qualifications and skills.

    • ·         Four or more years of office experience, preferably with a small firm or with a nonprofit organization. Museum experience or training is a plus.
    • ·         Experience in a mid-level management role or as a supervisor of a team.
    • ·         Writing and communication skills for business correspondence and documents. Strong proofreading skills.
    • ·         Computer skills; comfortable using technology, programs, filesharing, and office platforms. Social media posting skills.
    • ·         Ability and desire to connect with people, internally and externally, on a regular basis, and desire to provide excellent service to clients and candidates.
    • ·         Helpful and positive attitude. Flexible person who enjoys working as a team, and who treats everyone, internally and externally, with respect and professionalism.
    • ·         High school degree required. B.A. or some college preferred, or equivalent experience.

    Apply in confidence. Email: 1) Cover letter giving brief examples of past experiences and salary requirement, 2) Resumé, 3) Names and contact information of at least three references and your professional relationship, to SearchandRef@museum-search.com by June 21, 2024. References will not be contacted without prior permission. Apply early—applications are reviewed on a rolling basis. Position open until filled. Nominations are welcome. Visit https://www.museum-search.com/open-searches/. EO/EA. We value diversity and inclusion.