Office Manager

Job Description

Job Description

Description:

Work Arrangement: Fully onsite, 5-day at National HQ

Reports To: Senior Executive Assistant to President

FLSA: Exempt

ABOUT THE ORGANIZATION

Founded in 1992, After-School All-Stars provides free, daily afterschool programs to school-aged youth in school sites all across the U.S. Our vision is for our All-Stars to be safe and healthy, to graduate high school and go on to college, to find a career they love, and to give back to their communities.

ABOUT THE ROLE

The Office Manager serves as a key operational and cultural anchor for the National Office, ensuring a professional, welcoming, and efficient work environment while acting as the first point of contact for employees, visitors, and vendors. It oversees office operations including facilities management, compliance, inventory, budgeting, and space planning, while partnering with HR to support recruitment, onboarding, and internal events. The position plays a critical role in coordinating national office activities, communications, and special projects, as well as supporting network-wide initiatives, partnerships, and campaigns. Additionally, it collaborates with technology partners to manage onboarding/offboarding needs, troubleshooting, and system coordination, while exercising independent judgment, fostering inclusivity, and supporting cross-functional collaboration to enhance overall organizational effectiveness.

SCOPE OF ROLE

Office Administration

• Ensure a professional, welcoming, and efficient work environment.
• Serve as receptionist for main phone line and greet each employee/visitor in office.
• Oversee building compliance, certificates of insurance, safety, emergency preparedness, and vendor/landlord relations.
• Support and enforce National office policies, procedures, and systems that support efficiency, equity, and inclusivity.
• Support the HR team with the scheduling of National Office panel interviews
• Support the HR team with the creation and scheduling of onboarding plans with National office team members.
• Manage National Office space planning.
• Manage inventory, procurement, and budgeting for office supplies and resources.
• Administratively support high-profile projects such as donor communications, department newsletters, organizational events, and national campaigns.
• Manage annual events calendar, celebrate office birthdays, new hire welcomes, assist with onboarding orientation and offboarding of national new hires.
• Coordinate all luncheons or special events for national office.
• Manage inventory and organization of all storage items, partner with Executive Office to discard all unneeded items.
• Routine light cleaning duties of office items and rooms.

Network Support

• Exercises discretion and independent judgment on significant matters
• Uses creative lens to initiate projects
• Support with special event logistics as assigned
• Special projects include but not limited to: Charity Night, End of Year Campaign, annual mailings, values week
• Manage Charity Watchdog Profile ratings and updates, including Charity Navigator, Candid (previously GuideStar), and Better Business Bureau and Labyrinth charitable registrations for network.
• Source and identify neighborhood partners to relationship build for network cost-savings.
• Serve as a co-lead for network wide mail-outs
• Water all plants and check all mail during office closures.
• Special event help on-site as needed.
• Assist other departments as needed to obtain optimal functionality as a national organization.
• Preparing materials for meetings, validations, greeting all visitors,
• Other duties as assigned within scope of role

Technology Support Collaboration

• Assist the Technology consultants with National office new hire set up.
• Oversee and provide onboarding/offboarding technology needs, basic troubleshooting, and coordination of new hardware/software procurement.
• Serve as National office point of contact to obtain IT technical support with our 3rd party administrator.
• Facilitate coordination of 3rd party IT support and National office Wi-Fi connections and accounts to ensure most efficient and cost-effective solutions.
• Partner with Director of Systems and external IT to ensure compliance with technology policies, systems security, and equipment lifecycle management.

SKILLS

• Proficient in Microsoft Office Suite.
• Demonstrated ability to manage complex projects with competing priorities with precision and discretion.
• Strong interpersonal skills with the ability to influence and collaborate across all levels of an organization.
• Embody ASAS mission and values, serving as a warm, trustworthy, collaborative team player.
• High degree of technological proficiency
• Exceptional written and verbal communication skills, with the ability to present information clearly to diverse audiences.
• Proven ability to maintain confidentiality, exercise sound judgment, and model organizational values.
• Extensive experience utilizing HRIS systems; prior experience with Paylocity is strongly preferred.

EDUCATION & EXPERIENCE

• Bachelor’s Degree strongly preferred
• 5+ years of progressively responsible administrative or office management experience
• Working in nonprofit, mission-driven, or corporate environment strongly preferred

The salary for this position is commensurate with qualifications and experience of the individual candidate with a range of $75-$85K depending on experience and geographic location. ASAS promotes a healthy work/life blend and offers a competitive benefits package, including medical, dental, vision, 403b match, paid time off, and 24 paid holidays.

ASAS is an equal opportunity employer, and candidates of diverse backgrounds are encouraged to apply.