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Indianapolis, Indiana | Admin

Job Description

This position is often the first contact prospective clients, employees, vendors, contractors, donors and stakeholders have with Elevate. The Office Manager must be courteous, professional and organized. The Office Manager’s primary role is to oversee the organization’s administrative operations, assist senior management, and provide administrative support to all staff.

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KEY RESPONSIBILITIES

Assuring the organization is in the strongest possible position to increase its operation effectiveness, influence, and likelihood that it can accomplish both its mission and move closer to realizing the organization’s vision. To be successful in this role, an individual must be able to perform in a satisfactory manner the functions listed below.
CEO & Senior Leadership Support
  • Prepare letters, presentations, expense reports, and timesheets
  • Schedule meetings and make necessary travel arrangements
  • Prepare, assemble and distribute agendas and materials for board, staff and other meetings and provide timely follow-up materials
  • Other projects as assigned
Administration
  • Answer and respond to phone calls and email inquiries (AskElevate)
  • Greet and direct visitors to the office
  • Assist Senior Management with organization and filing
  • Collect and distribute mail daily
  • Maintain a supply inventory, monitor supply levels and order supplies as needed
  • Schedule company presentations and manage internal staff invitations, setup teleconference line and Zoom Meeting for presentations, and assist companies with connecting to the video monitor during presentations
  • Assist staff with meetings, travel, timesheets, expense reports, and any special projects
  • Coordinate in-office events, order catering and ensure space is setup appropriately
  • Assign Salesforce opportunities to EIRs on the same business day (if received before 4 pm)
  • Update the Talent Portal weekly
  • Assist staff with other administrative tasks, such as scanning, filing, mailings, etc.
  • Ensure that conference rooms are setup and ready for all meetings including setting up Zoom/Teams and presentation materials before attendees arrive
Property and Facilities
  • Work with landlord and outside vendors to ensure office is always at its best
  • Ensure common areas are clean and organized, including break room, conference rooms, training room, and main office areas including storage cabinets
  • Manage maintenance of all appliances and equipment
  • Manage outside service providers for telecommunications, copiers, and other services
Accounting
  • Prepare CEO expense report in Concur and email to board chair for approval monthly
  • Receive, scan, and save bank statements and notify outside accounting support to perform bank reconciliation monthly
  • Receive donor checks, scan, save for CFO review and data entry deposit to bank. Update Salesforce donation campaigns with payment data and check copies.
  • Prepare and distribute donor thank you letters on receipt of donations
Legal & Compliance
  • Generate Annual Conflict of Interest disclosure surveys and monitor responses
  • Ensure all employees and board members complete the Conflict of Interest form and maintain electronic copies
  • Assist General Counsel with preparation of legal documents
  • Assist General Counsel and other management team members with the distribution of contracts for digital signature
Marketing
  • Maintain an inventory of marketing and event materials for events and ensure adequate supply is on hand in advance
  • Print name tags for events
  • Assist marketing team with catering and event coordination
  • Assist marketing team with maintaining and updating contacts in Salesforce
Entrepreneurial Support
  • Assign new opportunities in Salesforce to Entrepreneurs-in-Residence (EIRs)
  • Update Salesforce Investment Opportunity stages as they move through the pipeline
  • Work with EIRs to schedule investment presentations and work with companies to ensure investment presentation materials are saved to Sharepoint and ready on the day of the presentation meeting.
Knowledge, Skills, and Abilities:
The requirements listed below are representative of the knowledge, skills, and/or abilities required to perform each essential duties satisfactorily. We will make reasonable accommodations to enable individuals with disabilities to perform these functions.
  • Highest personal integrity and ability to handle confidential matters
  • Entrepreneurial passion
  • Collaborative, team-player
  • Goal-oriented with strong project execution capabilities
  • Meticulous attention to detail
  • Good interpersonal skills
  • Ability to lift 50 lb
  • A valid driver’s license is required
  • Strong sensory skills, such as good eyesight, good hearing, and dexterity
  • Strong speaking and listening skills
  • Ability to perform focused work with close attention to detail
  • Ability to interact with others, both in person and through phone, e-mail, and written correspondence

QUALIFICATIONS

  • Bachelor’s degree
  • Paralegal experience
  • Excellent written and verbal communication skills
  • Proficiency in Microsoft Office365 (Outlook, Word, PowerPoint, Excel), Salesforce, Concur, Bill.com, and Adobe required
  • Experience with Pardot, Quip, and Ironworks preferred