Office Manager

Office Manager

The Office Manager is responsible for ensuring smooth day-to-day office operations and delivering high-quality administrative support. This role plays a key part in maintaining an organized, professional, and efficient work environment while supporting internal departments and senior leadership with logistics, resources, and process improvements.

Schedule: This position is full-time, non-exempt, five days a week in the office. No nights or weekends.

Compensation: Starting annual salary is $55,000- $60,000 based on experience, with a 6% increase for bilingual speakers. Enjoy benefits that start as of day 1 of employment, and our generous paid time off package.

With a refreshing culture that is supportive, collaborative, and encouraging of diverse perspectives and backgrounds, and a satisfying balance between your work and personal life, why not join the Mystic Valley Elder Services' Team?

Depending on your role and your hours, we offer:

• Flexible scheduling
• Competitive salaries
• Medical, Dental, and Vision starting day 1
• 403b Retirement Plan with agency contribution after 2 years of employment
• 3 weeks accrued Vacation time
• 3 weeks accrued Sick time
• 13 Paid Holidays
• 30 personal hours
• Ample free parking
• Tuition reimbursement
• Employee referral bonuses of up to $2,000

Job Activities: Key activities of the position are below. Additional duties may be assigned as required.

Top Key Activities:

1. Manage day-to-day office operations, including ordering and tracking supplies and equipment, coordinating vendor coordination, and facility needs, with a focus on efficiency and process improvement.
2. Serve as the primary point of contact for internal office needs, space planning, and operational support.
3. Oversee mail distribution, office storage systems, and organizational filing systems.
4. Coordinate internal and external meeting logistics and support internal communications and scheduling.
5. Provide administrative support to the Chief of Staff.

Other Activities:

• Work closely with the Operations and HR teams on projects such as moves, emergency planning, and events.
• Manage relationships with service providers and office-related vendors.
• Maintain cleanliness and organization of shared office spaces.
• Draft meeting presentations and minutes, and help with additional administrative tasks as needed

Key Success Measures:

• Smooth day-to-day office operations and staff satisfaction with office services.
• Timely, reliable administrative support to the Chief of Staff and internal departments.
• Effective vendor management and cost-conscious tracking of office supplies, with processes that improve efficiency.
• Positive staff experience with office resources, space planning, and meeting logistics.
• Clean, well-maintained office spaces and successful coordination of cross-departmental projects and events.

Qualifications:

• Associate's degree or equivalent experience in office administration, business, or related field.
• 3+ years of experience in office management, administrative coordination, or operations.
• Proficiency in Microsoft Office Suite and virtual collaboration tools (e.g., Teams, Zoom).
• Strong organization and multitasking skills.
• Excellent communication and interpersonal abilities.
• Ability to maintain confidentiality and handle sensitive information.

Acceptable Substitutions

• High school diploma or GED plus 4 years of directly related experience.
• Bachelor's degree may substitute for 1 year of experience.

Preferred Qualifications

• Experience managing office operations.
• Familiarity with vendor management and budgeting.
• Experience supporting senior leadership with administrative coordination.
• Bilingual in English and another language commonly spoken by MVES employees or consumers (such as, but not limited to, Haitian Creole, Spanish, Chinese, Mandarin, Vietnamese).

Physical Requirements of the Job:

• Regular use of computer, phone, and standard office equipment.
• Ability to sit for extended periods and move throughout the office.
• Ability to lift, carry, push, or pull items up to 25 pounds.
• Occasional travel between office spaces/venues to pick up office supplies or assist with event setups.

Mystic Valley Elder Services is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.