Office Manager

Top Notch Scholars is looking for an organized, detail-oriented professional with a passion for making a difference in the Lawrence community.  Our non-profit organization is seeking an exceptional Office Manager to join our team. As the backbone of our operations, the Office Manager will ensure the smooth running of our office, oversee administrative tasks, and provide support to our staff, students and volunteers. This position will report directly to the Vice President. 

Duties/Responsibilities:

- Support the CEO and VP with administrative tasks.

- Handle emails and phone calls professionally and quickly.

- Manage office supplies and inventory.

- Organize and manage calendars, including scheduling and reminders.

- Prepare meeting rooms and documents for meetings and events.

- Schedule appointments and organize correspondence.

- Assist with preparing reports and maintaining filing systems.

- Order supplies and find new suppliers.

- Maintain contact lists and perform basic bookkeeping tasks.

- Provide support to visitors and manage day-to-day logistics.

- Prepare and maintain program records and reports.

- Help with planning and executing youth program activities and events.

- Coordinate with vendors and community partners.

- Track program attendance and handle budgeting and financial tasks.

- Process invoices and manage petty cash.

- Ensure financial compliance and handle program inquiries.

- Draft and distribute communications and updates.

- Update the program’s website and social media.

- Support staff and volunteer recruitment, onboarding, and scheduling.

- Organize training sessions and maintain program data.

- Generate reports and assist with program evaluation.

-Update and send out monthly Newsletters.

 

Required Skills/Abilities:

• Proficient in MS Office Suite.
• Ability to effectively communicate at all organizational levels in both verbal and written form.
• High degree of accuracy and attention to detail.
• Excellent organizational skills and understanding of clerical procedures and systems such as recordkeeping and filing.
• Bi-lingual a plus (Spanish)
• Proven experience in office management or administrative support, preferably in a youth or educational setting.
• Strong organizational and multitasking skills.
• Excellent communication and interpersonal skills.
• Ability to work independently and as part of a team.
• Passion for youth development and community engagement.

Education/Experience:

• Bachelor’s degree and/or equivalent work experience.
• 2-5 Years’ Office Manager experience.

 

Work Environment:

This job operates in a clerical, office setting. This role routinely uses standard office equipment such as computers, phones, photocopiers, filing cabinets and fax machines.

 

This is a largely sedentary role; however, some filing is required. This would require the ability to lift files, open filing cabinets and bend or stand on a stool as necessary.

 

Send Resume and cover letter to: [email protected]

Jenny Alvarez | 978-983-7790

Top Notch Scholars Vice President 

60 Island Street Suite 200, Lawrence MA 01840