Office Administrator

Job Information

Description

CleanAIRE NC (CANC) is a statewide nonprofit organization working for cleaner air and solutions to climate change since 2003. CANC works to raise North Carolina’s air quality to exceed that of scientific recommendations. Energized by the research-proven fact that even the smallest air pollutants are toxic to our health and by the urgency of pollution-induced climate change, CANC is driven by its mission:

To advocate for the health of all North Carolinians by pursuing equitable and collaborative solutions that address climate change and air pollution.

Headquartered in Charlotte, North Carolina with additional staff in the Triangle, CANC uses a broad range of educational and advocacy programs to achieve its mission.

POSITION DESCRIPTION

Under the supervision of the Deputy Director, the Office Administrator is expected to provide support to the CANC Executive Director, and will also maintain day-to-day office operations in support of the whole organization. This is a dynamic position which requires strong attention to detail, a great sense of initiative for accomplishing work, and the ability to manage multiple deadlines in many different areas.

This is a full-time, forty (40) hours per week position, Monday through Friday during daytime hours.

Although there is some flexibility in scheduling, this position is an office-based position in Charlotte, NC, with the ability to work remotely. Duties include but are not limited to the following:

Responsibilities

PRIMARY RESPONSIBILITIES

Support for Executive Director

Completes a broad variety of administrative tasks including:

  • managing an extremely active calendar of appointments.
  • keeping the ED well-informed of upcoming commitments and responsibilities.
  • compiling documents for appointments and meetings.
  • drafting and editing correspondence for the ED.
  • providing a bridge for smooth communication between the ED, internal staff, and external partners.
  • Composes, prepares and transmits confidential and sensitive information.
  • Manages all scheduling and meeting logistics for board and committee meetings.
  • Assists staff in preparing agendas and materials for board and committee meetings.
  • Drafts minutes to record board and committee meetings in a timely manner.
  • Makes travel arrangements for the Executive Director.

Support for CANC:

  • Performs basic bookkeeping tasks including bill paying, check writing, making deposits, invoicing, running financial reports, assisting with annual audit, etc.
  • Maintains organization office files and documents.
  • Coordinates insurance coverage.
  • Checks office mailbox; distributes mail; handles shipping and mailing.
  • Purchase office supplies and refreshments.
  • Ensures copier supplies and maintenance are in order.
  • Acts as point of contact between CANC and external vendors.
  • Manages repair and maintenance of office equipment, including computers, phone system and printers.
  • Performs general administrative support.
  • Assists with gift processing.
  • Coordinates CANC tabling at community events.
  • Assists with coordination of event logistics.

Takes on additional tasks directed by the Executive Director or Deputy Director.

Qualifications

REQUIRED QUALIFICATION AND SKILLS

  • Minimum two (2) years’ experience working in assistance to senior staff and providing general office support OR four (4) years’ related work experience
  • Nonprofit organization experience a plus
  • Experience and proficiency in writing meeting minutes and drafting executive correspondence.
  • Experience and proficiency in Windows, Google Suite & Microsoft Office programs,
  • Experience and proficiency with spreadsheets, databases, and word processing.
  • Familiarity with Quickbooks a plus.
  • Familiarity with social media (Facebook, Instagram and Twitter).

PREFERRED QUALIFICATION AND SKILLS

A mature, self-starter; able to

  • work independently and proactively;
  • set and achieve goals;
  • be held accountable for goals;
  • function in a calm, reserved, and effective manner under stress.
  • Resourceful and able to think critically; especially in regards to handling conflicting priorities proactively and expeditiously.
  • Flexible; able to change tasks and priorities as necessary.
  • Honest, trustworthy and ethical; unimpeachable integrity and able to handle confidential information with discretion.
  • Expert communication skills, both writing and verbal.
  • Effective listening skills.
  • Accessible; responsive to the needs of internal staff and external partners and vendors.
  • Team-player; able to collaborate to achieve results.
  • Available to travel locally and ability to maintain a valid driver’s license.
  • Interest in and commitment to CANC mission helpful.

Salary/Benefits

WORK ENVIRONMENT / WORK SCHEDULE / COMPENSATION

This is an outstanding opportunity to lead a pioneering nonprofit’s development efforts.

CleanAIRE NC offers a competitive compensation package to include medical, dental & vision coverage, paid-time-off (PTO), 403(b), company paid holidays, cell phone allowance, and parental

The work environment requires someone that is a self-starter, confident, responsible, reliable, enthusiastic, and goal-oriented. The individual must be flexible in a rapidly-changing work environment and work well independently and as part of a team.

Must be able to endure some physical exertion, such as long periods of standing; recurring bending, crouching, stooping, stretching, reaching, or similar activities; recurring lifting of moderately heavy items such as office equipment and boxes of supplies. The work may require specific but common physical characteristics and abilities such as lifting up to 50 pounds, above-average agility, and dexterity.

Application Instructions

CleanAIRE NC is an Equal Opportunity Employer.

We are committed to building a diverse staff and strongly encourage applications from candidates of color. We do not discriminate on the basis of ethnic group identification, race, color, language, accent, ancestry, national origin, age, gender, religion, sexual orientation, gender identity, marital status, medical condition, veteran status, physical or mental disability, or on the basis of these perceived characteristics or based on association with a person or group with one or more of these actual or perceived characteristics. All employment is decided on the basis of qualifications, merit, and needs of the organization.

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Raleigh, North Carolina 27601

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