Office and Conference Manager

Hiring Organization: 
Philanthropy New York
Description: 

Job Title: Office and Conference Manager
Department: Finance and Administration
Reports To: Sr. Director of Finance and Administration and COO
FLSA Status: Exempt        
Salary: $59,000

SUMMARY
Philanthropy New York is a nonprofit membership association of more than 280 foundations and corporate giving programs based in the New York metropolitan region.  Philanthropy New York supports and strengthens the work of the philanthropic sector by providing professional development and learning, networking and opportunities for funders to collaborate.  For more information on our work and a preview of our program calendar, please visit www.philanthropynewyork.org.  

The Office Manager is responsible for overseeing the smooth functioning of PNY’s office and conference facilities and is an integral member of the finance team.  The ideal candidate will be someone who enjoys providing excellent customer service to a wide range of individuals, maintains strong attention to detail, and thrives at multi-tasking.  

Responsibilities include:

Conference and Facilities Management:

  • Manages all aspects of PNY’s member meeting room reservations including catering, room set-up, and guest management for 100+ reservations each year.
  • Maintains the conference calendar to ensure appropriate resources are available for the organization’s programs and membership needs.
  • Ensures the proper functioning of the organization’s audiovisual assets.  
  • Serves as a greeter for programs and meetings, ensuring a smooth check-in process and accurate attendance records.
  • Reconciles monthly catering bills and invoices members as necessary.
  • Coordinate logistics for board committee meetings, including room reservation and catering needs.
  • Maintains accurate and up to date records of all reservations in the organization’s Salesforce database.

Finance Support:

  • Processes the organization’s monthly Amex credit card bill including review of staff expense logs to ensure proper approvals are documented, reconcile receipts, and allocate expenses.
  • Properly codes and prepares all invoices and payables.
  • Codes and deposits membership and grant funds in the organization’s bank account.
  • Processes payments for jobs board and conference facility use and enters payments into database.
  • Provides support to the Fiscal Sponsorship program: codes and reconciles invoices, maintains grant folders.  
  • Assists the Finance Department with the annual audit, and maintains organized files throughout the year.

Office Maintenance:

  • Designs and maintains filing systems for organizational records, project grants, fiscal sponsorships, vendor payments and contracts.  
  • Inventories supplies and regularly places orders to ensure the organization has all of the materials it needs to conduct seamless business operations.
  • Creates process and procedure memos to ensure the smooth functioning of all office tasks.  
  • Ensures the proper functioning of office equipment, oversees document retention efforts, and works with other organization vendors to ensure the smooth functioning of the office.
  • Troubleshoots IT and phone issues and trains new staff in the use of equipment.
  • Acts as the primary point of contact with building management to ensure the smooth functioning of the office and timely repairs when necessary.
  • Works with the Sr. Director of Finance and Administration to support all aspects of business continuity and benefit administration.  

Executive and Member Network Support:

  • Supports logistics for the organization’s COO network and the Foundation Financial Managers Network, including maintaining up to date rosters, troubleshooting listservs, and setting up quarterly meetings
  • Assists in the coordination of quarterly CEO network luncheons, including scheduling, managing RSVP’s, and setting up quarterly meetings
  • Prepares correspondence and memos for contracting, fiscal sponsorships, and other related areas
  • Provides logistical support for programs, conferences, the annual meeting and board retreat
  • Oversees and maintains the organization’s web-based jobs board

Qualifications and Experience:

  • At least 3 – 5+ years of professional work experience in a similar role – direct customer service a plus
  • Comfort working in databases to record information and generate reports
  • Professional experience drafting memos, business letters and creating spreadsheets and reports
  • Microsoft Office – Excel, Word and PowerPoint proficiency required
  • Working knowledge of accounting software a plus

Skills and Attributes:

  • Excellent customer service orientation
  • Enjoys collaboration and information-sharing
  • Strong initiative to identify and understand problems and craft solutions
  • Ability to multi-task and pay attention to detail
  • Excellent written and verbal communication skills
  • Ability to work with diverse personalities and maintain diplomacy
  • Unimpeachable integrity, confidentiality, and discretion
  • Extremely organized with an understanding of how to manage complex projects
  • Commitment to personal growth on issues of inclusion and racial equity a must
  • Sense of humor a plus

This is a full-time role which requires some early morning and later evening hours supporting programs and meetings.  Salary of $59,000 and competitive benefits package available.

Please send a resume and a cover letter via email outlining your interest in the position, your skills and your qualifications.  

Kathryn O'Neal-Dunham
Chief Operating Officer
Philanthropy New York

Email: employment@philanthropynewyork.org

No phone calls, please.  Please note that due to the high volume of resumes we receive, we are unable to respond to all candidates.  We will be directly in touch with candidates for first round telephone interviews.

Philanthropy New York is committed to creating a more equitable workplace.  We value diversity and are dedicated to the recruitment, inclusion and retention of individuals of diverse backgrounds, sex, race, religion, gender preference and sexual orientation.

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