Office and Operations Manager

Position Summary

The Office and Operations Manager supports the efficient, professional, and accountable operation of the Delta Research and Educational Foundation (DREF). Reporting to the Executive Director, this position coordinates office administration, executive and board support, operational processes, vendors, events, records, and cross-functional projects. The role serves as a central point of coordination for staff, chapters, partners, and other stakeholders, while maintaining confidentiality and strong customer service.

Office Operations and Administration

• Oversee daily office functions, including reception, incoming calls, correspondence, mail, supplies, equipment, and facilities needs.
• Maintain organized electronic and physical records, office calendars, contact lists, and document retention practices.
• Coordinate vendor services, purchasing requests, invoices, service issues, and office technology needs in collaboration with designated staff and consultants.
• Recommend and implement improvements to administrative workflows, internal communications, and office procedures.

Executive and Board Support

• Manage scheduling, meeting logistics, materials, correspondence, and administrative follow-up for the Executive Director.
• Coordinate administrative arrangements for Board of Directors meetings, including agendas, materials, logistics, and meeting records as assigned.
• Prepare meeting notes, track action items, and help ensure timely follow-through on organizational priorities.

Financial, Audit, and Compliance Support

• Process and route invoices, expense documentation, credit card reports, and payment requests for review and approval under established controls.
• Support the Finance team with record compilation, expense reports, audit requests, and research into documentation discrepancies.
• Maintain accurate administrative records and support compliance with DREF policies, confidentiality requirements, and approved procedures.
• Assist with annual organizational registrations, including State and Combined Federal Campaign registrations, as assigned.

Projects, Events, and Stakeholder Coordination

• Coordinate logistics for regional, national, and local conferences, including registration, travel, accommodations, materials, shipping, and volunteer support.
• Track assigned operational projects, milestones, deliverables, and deadlines; communicate status and escalate obstacles promptly.
• Maintain professional working relationships with staff, national headquarters, chapters, vendors, donors, and community partners.

Communications and Digital Support

• Coordinate administrative aspects of organizational communications, informational mailings, and digital updates.
• Assist with website content, email communications, and social media scheduling or posting under approved communications plans.
• Compile basic engagement metrics and coordinate with designated communications personnel on campaigns and content approvals.

Minimum Qualifications

• Bachelor’s degree or equivalent combination of education and progressively responsible experience.
• At least five years of relevant office administration, operations, or executive support experience.
• Strong written and verbal communication, customer service, organization, judgment, and attention to detail.
• Proficiency with Microsoft 365, virtual meeting platforms, shared document systems, and routine data entry and reporting tools.
• Ability to manage competing deadlines, work independently and collaboratively, handle sensitive information, and exercise discretion.
• Experience coordinating vendors, meetings, events, and administrative financial documentation preferred.
• Nonprofit, association, or philanthropic organization experience preferred.

Health, dental, vision and life benefits are fully covered by the employer

English proficiency required