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Office Manager & Events Coordinator

at Vermont Sustainable Jobs Fund in Montpelier, Vermont, United States

Job Description

The Vermont Sustainable Jobs Fund is a nonprofit organization that nurtures the economic prosperity, ecological health, and social connectivity of people, businesses, organizations and communities in Vermont for the benefit and well-being of all who live here. We work to create an organizational culture where people feel valued, are energized, have fun and can generate innovative and forward-thinking solutions to our shared challenges.

Responsible for the oversight of all office and administrative functions including, development and coordination of efficient operating systems, organization-wide database management, and meeting support. Supports all Directors with their administrative and logistical needs, including scheduling meetings. Supports the Executive Director in servicing the Board of Directors.

Responsible for assisting Directors and the Executive Director with program related and special events logistics, including the annual Farm to Plate Network Gathering and Leadership Retreat, the Vermont Forest Industry SummitDeltaClimeVT on-site meeting logistics and receptions, and annual Staff and Board of Directors Retreats and special meetings.

Responsible for accomplishing special projects that assist the organization as a whole, as assigned. This employee will also participate in a range of strategic planning activities and internal operational initiatives and will report to the Executive Director.

Roles & Responsibilities: Office Management

  • Support the development and maintenance of efficient internal organizational systems and maintain a suite of standard operating procedures.
  • Provide administrative support to Directors, Executive Director, and Flex Fund President, as requested.
  • Manage files and provide support for correspondence, scheduling, minute taking at the Board meeting and other tasks, as assigned by the Executive Director.
  • Coordinate travel, hotel, and conference registrations, as requested.
  • Expand, update and maintain VSJF’s contact management systems (e.g., NetSuite, Constant Contact, list servs, etc.).
  • Respond to general phone and email inquiries and greet visitors to our office.
  • Research, price, and purchase office supplies, as needed.
  • Serve as liaison to IT vendor who maintains phone and computer systems.
  • Assist with general administrative tasks, as assigned.

Event Coordination

  • Provide coordination services for special projects and events, as assigned (e.g., Forest Industry Network Summit, Farm to Plate Gathering, DeltaClimeVT reception, forest industry meet-ups, etc.).
  • Support Executive Director, as needed, to coordinate logistics for professional development workshops, retreats and other team building meetings and events.

Special Projects

  • Support Directors with basic website updates and some social media posts, as assigned.
  • Organize staff outings and birthday recognitions.
  • Assist with on-boarding of new staff, in collaboration with other key staff.
  • Complete special administrative projects, as assigned.

Excellence in this Position:

(A picture of what excellence in this position looks like, including individual components, results, and impact on the organization)

  • Individual is responsive to requests and can anticipate needs.
  • Problem-solving is proactive; the individual seeks out opportunities to improve organizational efficiency and effectiveness.
  • Tasks are performed with a high degree of accuracy and attention to detail.
  • Provides a high-quality customer service experience for internal and external customers.
  • Creates an inviting and welcoming environment for employees and visitors to the office.
  • Ultimately the individual creates a thorough and consistent operating environment that makes other staffs’ jobs easier; as a result, staff members and business coaches have confidence in VSJF’s functioning.
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Job Posting: 873525

Posted On: Apr 28, 2022

Updated On: May 13, 2022