Non-Profit Office Manager

Girl Vow is a city-wide nonprofit organization founded on the principle of gender-focused intensive mentorship for girls and gender-expansive youth aged 12 to 24 impacted by foster care, juvenile justice, and poverty. We aim to provide girls and gender-expansive youth with the foundation and support they lack through comprehensive, intensive mentorship, crisis management and aftercare, life skills workshops, and leadership opportunities. We work with girls at any stage of the juvenile justice process, and we are currently in secure and non-secure facilities throughout NYC, including Rikers Island.

Girl Vow is hiring an organized and dependable Office Manager to support our daily administrative and financial operations. This role is ideal for someone who enjoys working in a fast-paced environment, is able to wear multiple hats, and takes pride in keeping operations running smoothly.

The Office Manager will work closely with the Executive Director and serve as a central point of coordination across administrative and financial operations. This is an excellent opportunity to play a key role in a growing collaborative and mission-driven non-profit. Key responsibilities include:

Administrative & Executive Support

• Manage the Executive Director’s calendar, including scheduling meetings and providing reminders.
• Monitor incoming email communications and respond to or route routine inquiries.
• Send reminders to team members regarding deadlines and outstanding tasks.
• Draft emails, correspondence, and internal communications as needed.
• Support the Executive Director with biweekly and ad hoc reporting.
• Assist with grant applications by preparing documentation, inserting boilerplate language, and gathering required data.
• Collect grant reporting information from team members and submit materials to funders.

Operations & Office Management

• Maintain organization of digital files and records, including Google Drive.
• Support onboarding logistics, including setting up Google Workspace accounts, email, and phone access.
• Review End-of-Day staff productivity reports for completeness.
• Assist with coordinating internal processes to ensure timely completion of work.
• Support general office operations and special projects as needed.

Financial & Bookkeeping Responsibilities

• Process accounts payable and accounts receivable transactions
• Record and reconcile accounting entries.
• Complete monthly bank and credit card reconciliations.
• Collect and process timesheets, consultant invoices, and grant-related invoices.
• Manage vouchers and expense processing.
• Support financial tracking related to insurance and employee benefits.
• Gather and organize financial documentation for federal, city, state, and Board reporting requirements.
• Assist with audits and compliance-related documentation.
• Collaborate with external CPA on accounting matters.
• Run basic payroll or reporting functions through ADP, as needed

Qualifications

• Bachelor’s degree in Business Administration, Accounting, or related field (or equivalent experience)
• Minimum 3 years of experience in Office Management, Bookkeeping or Accounting.
• Experience in a nonprofit environment highly preferred
• Understanding of basic accounting principles, including debits and credits
• Experience with accounts payable/receivable and reconciliations.
• Experience supporting financial documentation for compliance and reporting a plus.
• Proficiency in ADP (or similar payroll systems) , Microsoft Excel, and Adobe Acrobat.
• Proficiency in Google Workspace (Docs, Sheets, Drive, Calendar) a must.
• Strong organizational skills.
• Ability to manage multiple priorities and deadlines simultaneously.
• Clear and effective communicator having good oral and written communication skills.
• Ability to work independently and adapt in a fast-paced, high-volume environment.

Vacation, sick, medical, 401(k), entertainment discounts.