Administrative Manager

The Administrative Manager is responsible for leading the organization's day-to-day administrative operations and ensuring the systems behind our programs are organized, efficient, and sustainable.

Working closely with the Executive Director, the Administrative Manager will lead financial administration, grant administration, organizational systems, and executive support. This role also supervises the Communications & Operations Assistant and helps coordinate the internal operations that allow our staff and volunteers to focus on serving young people and our community.

This position is ideal for someone who enjoys creating order, improving systems, managing multiple priorities, and helping organizations operate at a high level.

Key Responsibilities:

Financial Administration

• Coordinate with the organization's CPA by organizing and submitting monthly financial documentation, including receipts, invoices, bank statements, deposits, and expense records.
• Process employee expense reimbursements and maintain supporting documentation.
• Assist with payroll administration, timesheets, and employee reimbursements through the organization's Professional Employer Organization (PEO).
• Monitor recurring organizational expenses and assist with budget tracking.
• Prepare internal financial summaries and documentation for the Executive Director and Board of Directors.
• Maintain organized financial records and ensure timely completion of monthly accounting tasks.
• Maintain the organization's grant calendar and reporting schedule, and assist the Executive Director in preparing grant reports and submissions.
• Maintain organized grant files and supporting documentation.

Executive & Board Administration

• Manage the Executive Director's calendar, scheduling, and administrative priorities.
• Coordinates Board of Directors meetings, including assisting the Executive Director with scheduling meetings, preparing agendas, distributing board packets, drafting meeting minutes, and tracking action items.
• Assist with travel arrangements, meeting logistics, and organizational correspondence.
• Draft, edit, and proofread letters, reports, memos, and other organizational communications.

Organizational Systems & Office Management

• Develop, document, and continuously improve organizational systems and Standard Operating Procedures.
• Maintain digital and physical filing systems.
• Manage office supplies, subscriptions, insurance renewals, and vendor relationships.
• Coordinate administrative support for organizational meetings, trainings, and special events.
• Ensure organizational records remain organized, secure, and accessible.
• Supervise, support, and provide regular direction to the Communications & Operations Assistant.
• Coordinate administrative needs across the staff team and help ensure that requests, decisions, and follow-up items are communicated clearly.

Other duties as assigned.

What Success Looks Like:

After one year in this role, success means:

• Monthly financial documentation is consistently organized and provided to the CPA on time.
• Board meetings are well-organized, with agendas distributed in advance and meeting minutes completed promptly.
• Grant reports and administrative deadlines are consistently met.
• Organizational policies, files, and Standard Operating Procedures are organized and maintained.
• Administrative systems are documented and continuously improving.
• The Executive Director spends significantly less time managing administrative tasks and more time focused on fundraising, partnerships, strategy, and organizational leadership.
• Staff members have the administrative support they need to do their jobs effectively.
• The organization operates with greater consistency, accountability, and efficiency.

Desired Qualifications:

• Passion for the mission of Kinston Teens and a commitment to youth leadership and community development.
• Three or more years of experience in administration, office management, nonprofit operations, executive support, finance administration, or a related field.
• Exceptional organizational and project management skills.
• Excellent written and verbal communication skills.
• Strong attention to detail and commitment to accuracy.
• Ability to manage multiple priorities while meeting deadlines.
• High level of professionalism and discretion when handling confidential information.
• Proficiency with Microsoft 365, Google Workspace, and common office software.

Preferred Qualifications:

• Experience working in a nonprofit organization.
• Experience supporting bookkeeping, payroll, grants administration, or board governance.
• Familiarity with QuickBooks, Justworks, or similar payroll/accounting platforms.
• Experience developing organizational systems and operational workflows.

The Kind of Person Who Will Thrive In This Role:

We're looking for someone who is:

• Highly organized and detail-oriented.
• Calm under pressure and able to adapt as priorities change.
• Proactive: you notice what needs to be done before being asked.
• A systems thinker who enjoys improving processes and creating structure.
• Dependable, trustworthy, and committed to following through.
• Comfortable balancing independent work with collaboration.
• Passionate about helping mission-driven organizations succeed behind the scenes.

You may not always be the most visible member of the team, but your work will make everyone else's work possible.