Office Administrator

Overview

The Office Administrator (OA) provides high-level administrative, operational, and strategic support to the Chief Executive Officer, Chief Operations Officer and the Operations Director. This support is crucial to the Senior Leadership's achievement of goals for The Food Pantries for the Capital District, The Alliance for a Hunger Free New York, and the New York Food as Medicine coalition. The OA ensures the executive team is organized, informed, and able to focus on mission-driven leadership.

The ideal candidate is a mission-aligned professional who can manage complex priorities in a fast-paced, resource-conscious environment while maintaining a commitment to hunger relief efforts.

Supervisory Responsibilities

• Volunteers and interns as needed

• Calendar Management:
  Provide executive support to the CEO, managing their time, schedule, and complex calendar.
• Meeting & Event Management:
  Organize, coordinate, and provide support for various meetings, conferences, and events, including managing agendas and taking minutes.
• Travel Coordination:
  Arrange travel logistics and prepare detailed itineraries as necessary.

• Reception & Front Desk:
  Greet and direct visitors, manage incoming calls via the phone system, and maintain an organized front lobby area.
• Documentation & Filing:
  Manage word processing, data entry, filing, document retention, and archiving.
• Mail & Correspondence:
  Handle all inter/outer office mail, faxes, and general organization emails; process and distribute documents and donations appropriately.
• Office Supplies & Equipment:
  Maintain inventory of office, kitchen, and janitorial supplies; arrange for equipment service, repairs, and building maintenance as needed.
• Vendor Coordination:
  Act as a point of contact and coordinate with various vendors.

• Accounting Support:
  Scan bills/invoices to accounting, track missing credit card receipts, and perform regular bank deposits.
• HR Support:
  Assist with various Human Resources functions, including new employee/board member onboarding and separation paperwork.
• Payroll & Audits:
  Assist with the completion of payroll, compile reports, and help prepare paperwork for annual audits.
• Bookkeeping:
  Perform general bookkeeping tasks as needed.
• Team Morale:
  Lead party planning efforts, birthday/anniversary/get well soon card distribution, team building activities, etc.

• Program Assistance:
  Receive and direct program referral calls and donated items (e.g., food).
• Alliance Assistance:
  Handle specific mail, deposits, and supply orders for The Alliance.

Additional tasks and responsibilities as needed.

• Excellent verbal and written communication skills.
• Pleasant telephone manner.
• Excellent interpersonal skills.
• Excellent customer service skills.
• Excellent organizational skills and attention to detail.
• Excellent time management skills with a proven ability to meet deadlines.
• Strong analytical and problem-solving skills.
• Ability to take direction and demonstrate flexibility.
• Ability to prioritize tasks and to delegate them when appropriate.
• Ability to function well in a high-paced and at times stressful environment.
• Proficient with Microsoft Office Suite, TEAMS and other related software/platforms.

• Minimum Education:
  
  Bachelor’s degree
• Minimum Experience:
  
  2 Years
• Preferred Experience:
  
  5 Years, or equivalent combination of education and experience.

• Position can be physically demanding – employee must have the ability to lift up to 50 lbs.
• Position may require employee to sit and stand for long periods of time.
• Position may require exposure to the elements: rain, snow, wind, etc.

• Pay: $25.00 - $30.00 per hour
• Expected hours: 37.5 per week
• Work Location:
  
  In person

• Dental insurance
• Health insurance
• Health savings account
• Paid time off
• Professional development assistance
• Retirement plan
• Vision insurance