Office Manager

The Colorado Trust

The Colorado Trust is a private foundation that partners with organizations statewide to drive positive change and empower every Coloradan to thrive. Health equity means every Coloradan can reach their full health potential, free from socially determined disadvantages. Through our partnerships and funding, we strive to advance health equity by supporting organizations that provide direct services, public education, policy advocacy and more.

Our grantmaking is community-informed and relies on local solutions whenever possible.

General Description

The office manager provides administrative and operational support to the vice president & chief financial officer and the Finance & Operations (F&O) Department. The office manager coordinates department meetings and events, provides support for budget and expense reports, and leads the planning for staff retreats. The office manager oversees office safety and maintenance, and relationships with third-party vendors as needed. This role manages the day-to-day upkeep of the kitchen and meeting rooms, including cleaning, stocking and general supply ordering.

This role blends executive-level support with hands-on facilities management.

The Colorado Trust currently follows a hybrid in-office work schedule. Employees residing within 60 miles of our offices are expected to work on-site a minimum of three days per week, and remotely for the remainder. For those living beyond the 60-mile radius, in-office expectations will be assessed individually based on role and circumstances.

Responsibilities

Facilities

• Administer and propose updates to facilities policies and procedures to ensure a safe and productive working environment
• Oversee office safety and security, including floor warden duties (training provided), first aid supply maintenance, vendor coordination, and administration of safety protocols in coordination with human resources, ensuring compliance with building security protocols
• Coordinate and communicate with staff, building ownership and third-party vendors/contractors for maintenance requests, employee needs and issue resolution
• Manage contracts and invoices for services related to building, parking and first aid
• Manage office parking and logistics, including access, validations, vehicle changes and coordinating with parking management on related needs
• Support staff with any non-IT-related workstation modifications
• Send, collect and distribute mail/packages 1-2 times per week at the office
• Order, maintain and stock appropriate supplies for general office use, meeting rooms, workrooms, bathrooms and kitchen
• Provide light tidying in the kitchen in mornings and evenings when at the office (includes emptying and filling the dishwasher, wiping down countertops and microwaves, assisting with periodic refrigerator clear-outs)
• Oversee and assist all departments with audio/video functionalities in office meeting rooms, including meetings, event preparation and troubleshooting, involving the senior IT manager as needed
• Manage onsite community events in coordination with department executive assistants
• Carry out other duties as assigned.

Administration

• Coordinate, schedule and organize F&O Department meetings with the vice president & chief financial officer; this includes logistical support for meeting space, catering, supplies, note-taking and more
• Coordinate with the vice president & chief financial officer on planning engaging offsite F&O Department retreats, team-building initiatives, site visits, and volunteer activities to strengthen departmental cohesion and community connection
• Chair the All-Staff Retreat Committee, including coordinating meetings, events and activities; maintain the annual all-staff retreat budget
• Serve on the Health and Wellness Committee, supporting vendor management and all-staff volunteer day coordination
• Provide budget and invoice support for the F&O Department and human resources
• Provide administrative support (e.g., expense reports, travel and calendar management) for the vice president & chief financial officer
• Develop and maintain strong working relationships with internal teams, grantees, vendors and external partners, serving as a key liaison for the F&O Department and representing the organization with professionalism and discretion.

Supervisor Relationship

The person designated to supervise the office manager is the human resources director.

Qualifications

• High school diploma or equivalent required; associate or bachelor’s degree in business…