The Executive Leadership Council
  • Washington, DC, USA
  • Salary
  • Full Time

Summary

The office and special projects manager position is responsible for all overall office activities and assisting with or coordinating special projects across the organization impacting finance, office administration, and information technology. Office activities include managing the reception area, mail, large purchasing requests and facilities. This position will also provide shipping and logistical analysis and support to the organization, overseeing the acquisition, distribution, allocation, storage, delivery, and resource disposal. The position also responsible for directing and coordinating office services and related activities, including developing and supervising office updates for the maximum utilization of services and equipment. In addition, this position is responsible for arranging internal office moves and providing arrangements for all office meetings. They are also the primary point of contact with building/facility management. The position organizes and monitors the receiving, storage and distribution of all items received either from suppliers or from production shops, ensuring a smooth and consistent operation so information and supplies are located and distributed to proper departments in an effective and efficient manner as needed to satisfy internal and external customer requirements.


In addition to serving as office manager, this role also may be assigned to special projects, working under the direction of the Vice President and Chief Financial Officer, from the initial stages of investing in a system to the conclusion of a project. The special projects manager also works with the Vice President & Chief Financial officer on business process improvements. Specifically, the special projects manager helps to develop, monitor, and evaluate the performance of the organization's vital business systems and process.


Essential Functions

  • Manages the entire office to ensure effective telephone and mail communications both internally and externally to maintain a professional image.
  • Supervise the maintenance and alteration of office areas and equipment, as well as layout, arrangement, and management of office facilities.
  • Negotiate the purchase of office supplies and furniture, office equipment, etc., for the entire staff in accordance with company purchasing policies and budgetary restrictions.
  • Manage vendor services and relationships.
  • Primary custodian of vendor contracts, including contract management system, and managing vendor contract setup and monitoring of key performance requirements.
  • Responsible for the facilities day-to-day operations (such as distributing building access keys and back-up to security access cards, etc.) Supervise the maintenance of office equipment, including copier, fax machine, etc.
  • Maintain office services by organizing office operations and procedures; processing disbursements; designing filing systems; reviewing and approving supply requisitions; assigning and monitoring clerical functions.
  • Participate as needed in special projects as assigned by the Vice President and Chief Financial Officer.
  • Ensures on-going monitoring of project assigned and provides updates on progress of the project to all stakeholders. Reporting will include update, problems, and proposed solutions.
  • Provide historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records.
  • Keep management informed by reviewing and analyzing special reports; summarizing information; identifying trends and opportunities for systems and process improvements.
  • Act as the organizations primary point of contact when dealing with building/facility management.
  • Monitor weather patterns and alert management of potential risk to continuous business operations, coordinating with the Human Resources and Business Continuity Planning teams.



Additional Functions

  • Maintain and develop positive business relationships with vendors.
  • Stay informed of logistics & technological advances and apply appropriate technology to improve office processes & office productivity.
  • Explain proposed solutions to staff, management, or other interested parties through written proposals and oral presentations.
  • Maintain professional and technical knowledge by attending educational workshops; reviewing professional publications; establishing personal networks; participating in professional societies.
  • Develop proposals that include documentation for estimates related to office operations.
  • Participate in training for new hires, in partnership with other ELC staff.
  • Provide accurate and quality customer service and information for all inquiries via phone, fax, mail, or e-mail.

IT/ CRM Functions

  • Assist with department administrative tasks, related to Member Data Management.
  • Support department planning and execution of the member database initiative as needed.
  • Coordinate support activities with IT support vendors.
  • Provide limited technical support to ELC members and staff.
  • Support organizations CRM database.
  • Perform data entry and data quality analysis services.
  • Provide report support for Finance, IT, and Executive Office.
  • Support CRM improvement planning and activities.
  • Stay informed of CRM technology advances and apply insights appropriately to enhance CRM performance.
  • Act as CRM support and training resource for staff.

Competencies

  • Initiative
  • Attention to Detail
  • Leadership
  • Time Management
  • Decision Making
  • Communication Proficiency
  • Organization Skills
  • Collaboration Skills
  • Problem Solving
  • Project Management

Work Environment

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


Physical Demands

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

This position requires the ability to occasionally lift office products and supplies, up to 75 pounds.


Position Type/Expected Hours of Work

This is a full-time position, and hours of work and days are Monday through Friday, 9:00 a.m. to 5:30 p.m.


Travel

Some travel is expected for this position depending on the needs of the organization.


Required Education and Experience

  1. Bachelor's degree or equivalent.
  2. At least two years of previous experience in office management.
  3. Basic knowledge of office software such as Power Point, Word, and Microsoft Project.
  4. Working knowledge of mail processes such as postage machine, FedEx, and UPS.
  5. Experience in a fast-paced environment.
  6. Able to work independently or in a team setting.

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