Office Manager

About Communities in Schools: At Communities In Schools, we are "all-in" for kids. It is our passion-- it is our mission. As the State Office for North Carolina, we deliver CIS programs across the state and we collaborate with local affiliate organizations, to provide resources and create communities of caring adults who work hand-in-hand with educators to make sure young people have the tools they need to stay in school and achieve in life. Communities In Schools is the nation's largest dropout prevention organization, serving 1.5 million students in 2,400 sites across the country. We achieve this mission by hiring bright, creative, and innovative team members who have a passion for what we do. At CISNC, we value relationships, collaboration, learning, integrity and commitment. Position Overview: They will manage events and tasks for all teams of the state office, order and maintain office supplies in accordance with budget, be liaison with all vendors, and provide support to senior team members as needed. This position provides a wide variety of administrative duties in support of executive and operational functions. This position serves as the office manager for CISNC staff and provides advanced Executive Assistant support. This position requires a high-level professional who can manage complex administrative tasks, oversee state office business operations, and act as a primary liaison for the Board of Directors and external stakeholders. They must exercise independent judgment, maintain strict confidentiality, and possess strong business acumen. Essential Functions:Provide executive level correspondence support via phone, email, fax, mail, calendar management of executives, prioritizing, scheduling, and coordinating meetings and travel arrangementsSchedule and manage office meetings (including catering, scheduling of conference rooms/zoom, etc.)Manage all administrative duties associated with CISNC Staff and Board Meetings as well as logistics and organization of these meetingsHost, present, and monitor zoom meetings as requested, manage and facilitate breakout roomsPrepare materials, communications, emails, calendar invites and take detailed minutes with accuracy and using professional grammar for Board meetingsCoordinate, attend and support events sponsored by CISNC as neededAssist the team with communication both internal and external (email, phone, written)Manage third party vendors: cell and office phones, printer/office equipment, CISNC's office space, Zoom, Monday.com, and others as neededCompany cellphones: prepare phones and install necessary apps for staffMaintain other documentation/related admin systems as requested by the Executive Leadership TeamOrder office supplies for state office staffMaintain organizational documentation updates (contact information of board, email distribution lists, and equipment inventory lists, etc.)Assist Human Resources/Finance with onboarding and offboarding of staffOpen and distribute mail including logging all checks on cash control document (daily)Collect/manage and code invoices in a timely manner, working with finance team to ensure timely payment and ensure that duplicate payments are not requested or madeResponsible for coding, reconciliation and submission of bills, expense reports, credit card statements etc.Assist with travel and accommodations, logistics, appointments, receipt collection and reportingPrepare PowerPoint presentations, Word documents, Excel files and other duties as requestedMaintain confidential and sensitive information, exercising discretion and appropriately following policies and proceduresMaintain, retrieve and analyze information as requested from records, email, minutes, and other related documents; prepare written summaries of data when neededUse and update documents on SharePointMaintain the CIS SharePoint landing page and provide support with organizational calendar updatesMaintain postage machines and prepare shipments via UPS/USPSKeep the office space in a neat, clean and orderly manner, including ordering condiment suppliesAnswer phones at the main incoming lineOther administrative or project duties as assignedMust be able to lift 20 poundsMust be able to see, hear, speakMust be able to move about the officeMust be able to travel, including overnight, upon occasion to provide event support Core CompetenciesStudent-CenteredIntegrity & AccountabilityCollaborationImpact-Driven ExcellenceRespect Job Specific CompetenciesAdaptability & FlexibilityDecision Making & JudgementInitiativeInterpersonal SkillsSelf-awarenessProfessional CommunicationsCustomer ServiceMaintain Confidentiality with sensitive information Necessary Skills:Exceptional verbal and written communication, proofreading, interpersonal and customer service skillsAdvanced proficiency in Microsoft Office (Word, Excel, PowerPoint and Outlook, SharePoint)Advanced proficiency in Google Suite, Zoom and/or other virtual meeting platformsExcellent organizational skills and attention to detailAble to work independently and within a team frameworkHas a strong business sense and can decipher priorities and make sound judgement calls when neededGraphics design software experience preferred (Adobe, Canva, InDesign, etc.), web software. Required Education/Experience:Associates degree and 5 plus years of advanced administrative support experience or a bachelor's degree and 1-2 years of related experienceExecutive Support experienceMust be detail-oriented, multi-task capable, well organized and able to work independently and in teams The above information is intended to describe the most important aspects of the job. It is not intended to be construed as an exhaustive list of all responsibilities, duties and skills required in order to perform the work. We are an equal employment opportunity employer and do not discriminate against any person because of race, color, creed, religion, sex, national origin, gender, gender identity, sexual orientation, disability, age, genetic information, or any other characteristic protected by law (referred to as "protected status"). This nondiscrimination policy extends to all terms, conditions and privileges of employment as well as the use of all company facilities, participation in all company-sponsored activities, and all employment actions such as promotions, compensation, benefits and termination of employment.

Created: 2026-03-04