Office Manager

Job Description: Office Manager: The Office Manager plays a critical role in ensuring the smooth and efficient operation of HeartGift. This position provides administrative, operational, and cross-functional support to the CEO, staff, volunteers, and Board of Directors. As a key ambassador for the organization, the Office Manager is often the first point of contact for donors, partners, vendors, and volunteers and must exemplify professionalism, discretion, and a deep commitment to HeartGift’s mission.This role requires exceptional organizational skills, strong project management capabilities, sound judgment, and consistent follow-through in a dynamic, mission-driven environment.Location: Austin, TX (must reside locally) Status: Full-Time Travel: 10–15% (Austin area) Reports to: Chief Executive Officer Supervisory Responsibilities: NoneOffice Administration & OperationsProvide responsive administrative support to the CEO and Board of Directors, ensuring timely execution of requests and follow-up on action items.Strong proficiency in Microsoft Office (Outlook, Word, Excel, Planner, and PowerPoint) and high level of comfort with technology, including computers, mobile devices, and office systems.Maintain and update office policies, procedures, and systems to support organizational efficiency.Manage vendor relationships, including contracts and price negotiations with service providers and the office leasing company.Oversee end-to-end staff meeting logistics, including room reservations, travel coordination, AV setup, catering, meeting materials, and serving as the primary liaison with meeting venues.Maintain inventory of fixed assets, including computers and office technology (copiers, phone systems, etc.).Maintain organized digital and physical filing systems, including oversight of off-site storage and inventory.Perform additional duties as assigned by the CEO or Board of Directors.Donor & Constituent SupportEnter and support fundraising staff with donor data in Blackbaud/Raiser’s Edge, including post-event gift entry and reporting.Board, Executive & Stakeholder SupportLead preparation for board and committee meetings, including materials, board calendar invites, presentations, and follow-up.Track and ensure completion of action items from CEO and board meetings.Take official meeting minutes at Foundation Board meetings.Organizational Effectiveness & CultureSupport special initiatives and pilot programs as assigned by the CEO.Support leadership in fostering a collaborative, inclusive, and mission-driven culture.Human Resources & Employee RelationsWork closely with HeartGift’s Professional Employer Organization (PEO) to support benefits administration and compliance.Coordinate onboarding logistics for new staff, including IT systems, equipment, cell phones, and corporate credit cards.Key Characteristics/Desired Competencies·       Proven experience with managing the back-end of an office in a supportive and collaborative environment·       Office vendor management: Understanding contracts, relaying details to a high-level to executives, etc.·       An interest in and commitment to HeartGift vision/mission·       Strong problem-solving, priority-setting, and decision-making skills·       Clear and exceptional communicator, written and verbal·       Intuitive awareness Administration·       Responsiveness to emails, texts, and phone calls from internal and external partners in a timely manner·       Must be able to demonstrate the ability to independently lead projects from beginning to end ·       Write effective meeting reports that summarize decisions made and actions to be taken on specific projects and assignments in a timely manner·       Proficient in Microsoft Office Tools & SharePointMinimum Requirements·       Minimum of 5 years in the related field·       Attend organization events ·       Some nights and weekend work required·       Valid driver’s license, passport, and ability to travel occasionally for chapter meetings, and fundraising events