Administrative & Office Manager (Part-Time)

City Parks Alliance is the only independent, nationwide membership organization solely dedicated to urban parks. The mission of the City Parks Alliance is to educate and elevate a diverse constituency to leverage the power of parks in shaping equitable, resilient, and thriving cities.

Our vision is that everyone in urban America will have access to high quality parks and green spaces that are clean, safe, and vibrant.

City Parks Alliance believes that parks and recreation services play a critical role in advancing racial equity. Equity is about fairness: Full and equal access to opportunities, power, and resources so all people may thrive and prosper regardless of demographics. Equity is embedded in all of City Parks Alliance’s work, from our approach to curating our conferences and selection of speakers and community-based stories to our research focus on creating more equitable city-wide systems, to our advocacy efforts to increase investment in urban parks and recreation in neighborhoods of greatest need. We continue to learn and grow as an organization to broaden cultural, racial, and ethnic perspectives on our board and staff. See our organizational values on equity and justice for more about our commitment to advancing these principles.

The Administrative & Office Manager reports to the Executive Director.

Key Responsibilities:

Executive Support (25%)

• Provide administrative support to the Executive Director, including scheduling meetings both internal and external
• Coordinate meeting dates for the board Executive Committee, co-chairs calls, and other board related meetings as needed
• Provide travel and hotel arrangements and process expense reports
• Maintain updated board governance documents, including minutes
• Support the Executive Director in preparing board meeting documents
• Other tasks as requested

Office Management (25%)

• Manage office (virtual and in-person) vendors, including renewal management, subscriptions, office equipment, and approval of invoices
• Liaise with building management as needed
• Manage proper insurance (property, casualty, directors and officers)
• Manage internal, operational IT requests including laptop management and oversee improvements to virtual office systems
• Manage annual review of staff policy forms
• Maintain updates to document processes, create new processes as needed, and keep them updated (i.e. onboarding/offboarding)
• Assist with shipping items to conference and other on-site programs

Financial management (25%)

• Collect (from the City Parks Alliance office) and process checks, invoices, and employment related documents
• Provide support to ED and finance consultant in preparation for annual budget
• Provide support for preparation of annual 990 and annual audit by compiling the necessary paperwork
• Ensure banking protocols are in place (i.e. signatory cards)

Fundraising & Development support (15%)

• Manage annual state registrations needed for fundraising
• Coordinate with Assistant Director, Membership, to add contacts to Salesforce after Executive Director’s meetings
• Assist in processing membership when needed
• Generate individual donor acknowledgement letters

Staff management support (10%)

• Manage weekly staff meetings by issuing agendas and scheduling
• Coordinate logistics for bi-annual staff retreats
• Provide support to HR consultant regarding health insurance renewals and other insurance coverage
• Provide support in partnership with HR consultant for on-boarding and off-boarding of employees

Qualifications and Skills:

• Minimum of 3 years supporting a C-level executive, preferably in a nonprofit organization
• Previous experience as an office manager required
• Some experience or familiarity with HR processes preferred
• Experience supporting staff with IT assistance
• Knowledge of Quickbooks, Salesforce, Excel; experience with other office software and virtual collaboration tools a plus
• Bachelor’s degree in Business Administration, Communications, or related field
• Highly organized with a strong attention to detail and follow-through
• Excellent interpersonal and communication skills
• Proven ability to handle sensitive and confidential information with discretion
• Ability to sit for extended periods and occasionally lift up to 10-15 lbs

City Parks Alliance maintains a physical presence at 1777 Church Street, NW, Washington, DC, and applicants must be based in the Washington, DC region to visit the office weekly. Options for hybrid work are available.

To apply for this position, send a cover letter and resume as PDF files via email with the subject line: “Administrative & Office Manager” to hiring@cityparksalliance.org