Executive Assistant/Office Administrator

$52,000 - $62,400/Yr

Unclassified - Spokane, WA

Part-time - Mid Level

Spokane, WA

About the position

The Executive Assistant / Operations Manager at the Carl Maxey Center (CMC) plays a crucial role in supporting the daily operations of the organization. This position is designed to assist the Executive Director in various administrative and operational tasks that are essential for the smooth functioning of the Center. The CMC is a Black-led and Black-centered non-profit organization located in Spokane, Washington, dedicated to serving the needs of the African American/Black community. The vision of the CMC is to foster generational wealth, educational excellence, justice, and cultural vibrancy within the Spokane region's Black community. In this role, the Executive Assistant / Operations Manager will be responsible for overseeing building maintenance, managing financial transactions, handling procurement of supplies, and ensuring the cleanliness and safety of the facility. The position requires coordination with contractors and service providers to maintain the CMC facility, as well as managing technology accounts and resolving operational issues as they arise. The Executive Assistant will also provide administrative support to the Executive Director and other senior staff, assisting with scheduling, correspondence, and the preparation of reports and presentations. The successful candidate will need to demonstrate strong organizational and communication skills, as well as the ability to manage multiple tasks effectively. A commitment to the mission of the Carl Maxey Center and an understanding of cultural sensitivity and inclusivity are essential. This position is vital for ensuring that the CMC operates efficiently and continues to serve its community effectively.

Responsibilities

• Oversee the maintenance and repair of the CMC facility.
• Coordinate with contractors and service providers for building repairs and improvements.
• Ensure the facility is safe, clean, and well-maintained.
• Handle bills, invoices, and other financial transactions related to operational expenses.
• Track and manage budgets for maintenance, supplies, and services.
• Ensure timely payment of bills and accurate record-keeping.
• Manage the procurement of office supplies, equipment, and other necessities.
• Negotiate with vendors and suppliers to secure the best terms and prices.
• Maintain inventory of supplies and ensure availability as needed.
• Oversee the cleaning and sanitation of the CMC facility.
• Coordinate with cleaning staff or service providers to ensure high standards of cleanliness.
• Address any cleaning-related issues or concerns promptly.
• Manage technology accounts and services for CMC.
• Set up and maintain accounts for various operational needs.
• Troubleshoot and resolve technology-related issues.
• Identify and resolve operational problems and issues as they arise.
• Implement solutions to improve operational efficiency and effectiveness.
• Provide support and assistance to staff in resolving operational challenges.
• Provide administrative support to the Executive Director and other senior staff as needed.
• Assist with scheduling, correspondence, and other administrative tasks.
• Prepare reports, presentations, and other documents as required.
• Ensure compliance with all relevant regulations and safety standards.
• Conduct regular safety inspections and address any issues.
• Maintain accurate records of compliance and safety activities.
• Work collaboratively with other staff members to support the overall mission of CMC.
• Participate in team meetings and contribute to organizational planning and decision-making.
• Provide leadership and guidance to other staff in operational matters.

Requirements

• Bachelor's degree in business administration, management, or a related field (or equivalent experience).
• Minimum of 3 years of experience in operations management, administrative support, or a related field.
• Strong organizational, communication, and interpersonal skills.
• Ability to manage multiple tasks and priorities effectively.
• Proficiency in technology and experience with managing accounts and services.
• Commitment to the mission and vision of the Carl Maxey Center and the Spokane Black community.
• Experience working with diverse populations and a deep understanding of cultural sensitivity and inclusivity.

Nice-to-haves

• Experience in facilities management and procurement.
• Knowledge of financial management and budgeting, bookkeeping, QuickBooks.
• Bilingual or multilingual abilities.

Benefits

• 401(k) matching
• Dental insurance
• Employee discount
• Health insurance
• Paid time off