Remote Office Manager

Summary:

The Remote Office Manager serves as the operational backbone of Maternal Mental Health NOW, creating and implementing efficient systems and workflows across finance, HR, technology and administrative functions. This role requires a detail-oriented professional who can work independently while maintaining strong communication with our distributed team. While this is a remote position, candidates must be available for periodic in-person meetings and events in the Los Angeles area.

Reporting:

Reports directly to the Executive Director and collaborates closely with the Development Manager and program staff across various initiatives.

Essential Job Functions:

Financial Operations

• Serve as primary liaison with external accounting firm and provide necessary documentation/coding
• Process bi-weekly payroll using virtual payroll system Gusto
• Manage accounts payable, including invoice processing and reimbursement requests
• Generate and distribute invoices to clients and funders
• Create grant budgets and financial reports
• Support annual audit process
• Oversee administration of the Black Birthworkers Enrichment Fund
• Contribute to annual budgeting and revenue projection processes

Human Resources Management

• Coordinate recruitment activities including job postings, interview scheduling, and reference checks using digital platforms
• Research and negotiate employee benefits packages annually
• Manage open enrollment processes and employee communications
• Administer benefits surveys and analyze feedback for package improvements
• Ensure seamless integration between benefits and payroll systems
• Maintain compliance with employment laws and organizational policies
• Create and oversee volunteer program for external events, community outreach, etc.

Administrative Support

• Research, negotiate, and renew organizational insurance coverage annually
• Provide comprehensive support to Board of Directors including meeting preparation, minute-taking, and document circulation
• Maintain and update CRM system and internal data dashboards
• Support strategic and operational planning initiatives
• Manage organizational compliance requirements and documentation
• Event organization including venue & vendor selection, selection, registration processes, etc.

Remote Work Responsibilities

• Maintain regular communication with team through video conferencing and collaboration tools
• Participate in weekly staff meetings and bi-weekly supervision meetings via video conference
• Ensure data security protocols are followed when working with sensitive information
• Troubleshoot basic technology issues independently
• Maintain professional home office environment for video calls
• Perform other related duties as assigned including attending weekly staff meetings and 1:1 supervision meetings, etc.

Required Qualifications

Education & Experience

• Bachelor's degree in Business Administration, Public Administration, Finance, Human Resources, or related field
• Minimum 3 years of experience in office management, operations, or administrative roles
• Experience with financial management including payroll, accounts payable/receivable
• HR administration experience including benefits management and recruitment support (Idealist, Indeed, LinkedIn)
• Proven experience working in remote or distributed team environments

Technical Skills

• Proficiency in accounting/bookkeeping software (QuickBooks preferred)
• Advanced Excel/Google Sheets skills for financial reporting and data analysis
• Experience with Gusto or similar payroll systems
• CRM database management experience (knowledge of Bloomerang a plus)
• Video conferencing platforms (Zoom, etc.)
• Cloud-based collaboration tools (Google Workspace, etc.)
• Project management software experience preferred

Core Competencies

• Exceptional attention to detail and accuracy
• Strong written and verbal communication skills
• Ability to manage multiple priorities and meet deadlines independently
• Problem-solving skills and resourcefulness
• High level of discretion when handling confidential information
• Self-motivated with strong time management skills

Preferred Qualifications

• Nonprofit sector experience
• Knowledge of employment law and HR compliance
• Experience with grant management and reporting
• Familiarity with maternal health or social justice organizations

Remote Work Requirements

• Reliable high-speed internet connection
• Dedicated workspace with minimal distractions
• Professional lighting and background for video calls
• Ability to maintain regular business hours with some flexibility for meetings
• Occasional to attend frequent in-person meetings and events in Los Angeles area

• Flexible remote work arrangement
• Competitive salary commensurate with experience
• Comprehensive benefits package (health, dental, vision, 403b) for employees working more than 20 hours per week
• Professional development opportunities
• Opportunity to contribute to meaningful work in perinatal mental health
• Collaborative and supportive team environment