Executive Office Administrative Support Manager

The Executive Office & Administrative Support Manager is a pivotal role at Omaha 100, Inc., responsible for ensuring the smooth operation of the front office, providing comprehensive administrative support to the Executive Team, and coordinating outreach, marketing, and financial support functions. This position serves as a first point of contact for visitors and stakeholders, manages office flow and structure, and contributes to the organization’s mission by combining executive administration, communications, and bookkeeping expertise.

ESSENTIAL JOB

DUTIES & RESPONSIBILITIES:

• Serve as the primary administrative support for the Executive Team, including scheduling, correspondence, meeting preparation, document management, and board meeting preparation.
• Manage office operations, ensuring efficient workflow, organization, and a welcoming environment for staff and visitors.
• Act as the first point of contact for guests, partners, and community members, providing professional reception and assistance.
• Coordinate board and committee meetings, including agenda development, preparation and distribution of materials, logistics management, formal minute-taking, and follow‑up actions.
• Assist in the development and implementation of outreach and marketing strategies to promote Omaha 100’s mission and programs.
• Support the creation of newsletters, social media content, press releases, and other communications materials.
• Maintain stakeholder contact lists and assist with event planning, community engagement activities, and investor/funder communications.
• Collaborate with leadership to ensure consistent branding and messaging across platforms.
• Process accounts payable and maintain accurate financial records in coordination with the Finance team.
• Assist with bookkeeping tasks, including invoice management, expense tracking, and reconciliations.
• Support preparation of financial reports and documentation for audits, funders, and board review.
• Ensure compliance with organizational policies and financial procedures.

KEY

QUALIFICATIONS:

• Strong organizational skills with the ability to manage multiple priorities in a fast‑paced environment.
• Advanced computer skills and proficiency with the most current MS Windows applications.
• Ability to work well in a rapidly changing, fast‑paced environment.
• Next‑step thinking and strategic problem‑solving.
• Extensive knowledge of program services guidelines and regulations (e.g., HUD, Fair Housing, HIPAA).
• Excellent written and verbal communication skills; ability to interact professionally with diverse stakeholders.
• Proficiency in Microsoft Office Suite; experience with Quick Books or similar accounting software preferred.
• Demonstrated ability to work independently and collaboratively as part of a team.

• Minimum of 3–5 years of experience in office administration, marketing support, or bookkeeping roles.

• Valid driver’s license and reliable transportation required for out‑of‑office meetings and speaking engagements.

PHYSICAL

DUTIES & RESPONSIBILITIES:

This role is both an office and external facing position that requires light travel within the community. Frequent walking, talking, sitting, and standing is required. The position also requires occasional lifting up to 10 pounds when carrying necessary office materials.

• Minimum of 3–5 years of experience in office administration, marketing support, or bookkeeping roles.
• Strong organizational skills with the ability to manage multiple priorities in a fast‑paced environment.
• Excellent written and verbal communication skills; ability to interact professionally with diverse stakeholders.
• Proficiency in Microsoft Office Suite; experience with Quick Books or similar accounting software preferred.
• Demonstrated ability to work independently and collaboratively as part of a team.

• Salary:
  Commensurate with experience
• 401(k), with employer match
• Short Term Disability
• Long Term Disability

• Professionalism:
  Serves as the face of Omaha 100 with poise and courtesy.
• Adaptability:
  Balances diverse responsibilities across administration, outreach, and finance.
• Attention to Detail:
  Ensures accuracy in…