Posted Position: Office Manager/Executive Assistant
Reports to: Executive Director
Full-time (occasional evenings)
Salary: (depending on experience)
Location: Pasadena, CA
JOB SUMMARY:
1. Under the direction of the Executive Director, the office manager is responsible for organizing and coordinating office
operations and procedures in order to ensure organizational effectiveness and efficiency.
2. To act as assistant to the Executive Director in the planning, organization, and implementation of general operations,
administration, and facilities management and long-term objectives and goals.
The ideal candidate will be experienced in handling a wide range of administrative and executive support related tasks and
will be able to work independently with little or no supervision. This person must be well organized, flexible and enjoy the
challenges of supporting a small office of diverse people and programs. A high level of professionalism and confidentiality is
crucial to this role. Strong decision-making ability and attention to detail are equally important. We seek an enthusiastic
individual with excellent people skills and experience in a busy, diverse, media production workplace. Candidate must
possess a strong commitment to the organizational mission.
RESPONSIBILITIES:
Executive
_ Assist Executive Director with Board of Directors support including meeting preparations and scheduling
_ Assist Executive Director with calendar management, appointment scheduling, and general office operations
_ Provide consistent, timely communication, and feedback to Executive Director of organizational operations
Financial
_ Utilizing QuickBooks Online, creates, receives, reviews, monitors and routes all incoming and outgoing sales
receipts, quotes, invoices, and purchase orders
Human Resources
_ Utilizing QuickBooks Online Payroll, provide payroll and tax administration and support to accountant and
Executive Director
_ Assist Executive Director with personnel record keeping and management
Programs and Services
_ Coordinate proper organization of forms, records, and data entry functions for the purposes of billing,
scheduling, tracking, and reporting of facility program related activities
_ Utilizing organizational website, assist in coordination of training activities and membership enrollment,
electronic newsletter, and program promotion
_ Assist current personnel with providing channel guide and production schedules to various reporting outlets
General
_ Perform front desk administrative tasks, such as answering phones, greeting clients and the general public,
answering inquiries regarding policies, practices, services, and resources available, and scheduling equipment,
facilities, and classes in accordance with the current operating rules and procedures.
_ Assist current personnel with the proper reservation, check-in, and check-out of portable equipment
_ Maintain orderly and current filing system of organizational documents
_ Process incoming/outgoing mail
_ Other duties as assigned
QUALIFICATIONS:
_ Highly developed verbal, written communication, and interpersonal communication skills
_ Computer and internet literate at advanced level (knowledge of Google Apps a plus)
_ Working knowledge of QuickBooks & QuickBooks Payroll (online version a plus)
_ Working knowledge of Microsoft Office Suite including Excel, Word, PowerPoint, & Publisher
_ Demonstrated ability to perform multiple projects, with sound judgment, with changing priorities, and be
thorough, organized, and attentive to detail
_ Ability to manage confidential and sensitive information related to agency business
_ Ability to communicate and work effectively with people of diverse social, cultural, economic, age, gender, and
racial backgrounds
_ Convey a warm and professional public manner
EDUCATION AND/OR WORK EXPERIENCE:
_ 2-year degree in business management or related required / 4 year preferred. Emphasis on nonprofit programs,
bookkeeping and office operations / management a plus
_ 3-5 years professional-level office management experience
WORKING CONDITIONS/PHYSICAL DEMANDS:
Work is typically performed in an indoor office environment. Environment is oriented to public service and subject to
constant work interruptions. Employees may work under the stress of continual public and/or inter-departmental contact
and pressure to meet timelines.
To Apply:
Send a cover letter, resume, salary requirements, and three references to:
Keri Stokstad, Executive Director
Pasadena Community Access Corporation
By Email:
Subject: Office Manager Position
To:
This e-mail address is being protected from spambots. You need JavaScript enabled to view it
In Person:
2057 N Los Robles Ave
Pasadena, CA 91104
No phone calls please.
Review of applications will begin April 1, 2012 and will continue until the position is filled.
EQUAL OPPORTUNITY EMPLOYER – Pasadena Community Access Corporation does not discriminate on the basis of age, sex,
sexual orientation, religion, national origin, marital status or disability status in its employment actions, decisions, policies
and practices.
JOB ANNOUNCEMENT – OFFICE MANAGER/EXECUTIVE ASSISTANT
