Office Manager

Job Description: Office Manager: The Office Manager plays a critical role in ensuring the smooth and efficient operation of HeartGift. This position provides administrative, operational, and cross-functional support to the CEO, staff, volunteers, and Board of Directors. As a key ambassador for the organization, the Office Manager is often the first point of contact for donors, partners, vendors, and volunteers and must exemplify professionalism, discretion, and a deep commitment to HeartGift’s mission.

This role requires exceptional organizational skills, strong project management capabilities, sound judgment, and consistent follow-through in a dynamic, mission-driven environment.

Location: Austin, TX (must reside locally)

Status: Full-Time

Travel: 10–15% (Austin area)

Reports to: Chief Executive Officer

Supervisory Responsibilities: None

Office Administration & Operations

• Provide responsive administrative support to the CEO and Board of Directors, ensuring timely execution of requests and follow-up on action items.
• Strong proficiency in Microsoft Office (Outlook, Word, Excel, Planner, and PowerPoint) and high level of comfort with technology, including computers, mobile devices, and office systems.
• Maintain and update office policies, procedures, and systems to support organizational efficiency.
• Manage vendor relationships, including contracts and price negotiations with service providers and the office leasing company.
• Oversee end-to-end staff meeting logistics, including room reservations, travel coordination, AV setup, catering, meeting materials, and serving as the primary liaison with meeting venues.
• Maintain inventory of fixed assets, including computers and office technology (copiers, phone systems, etc.).
• Maintain organized digital and physical filing systems, including oversight of off-site storage and inventory.
• Perform additional duties as assigned by the CEO or Board of Directors.

Donor & Constituent Support

• Enter and support fundraising staff with donor data in Blackbaud/Raiser’s Edge, including post-event gift entry and reporting.

Board, Executive & Stakeholder Support

• Lead preparation for board and committee meetings, including materials, board calendar invites, presentations, and follow-up.
• Track and ensure completion of action items from CEO and board meetings.
• Take official meeting minutes at Foundation Board meetings.

Organizational Effectiveness & Culture

• Support special initiatives and pilot programs as assigned by the CEO.
• Support leadership in fostering a collaborative, inclusive, and mission-driven culture.

Human Resources & Employee Relations

• Work closely with HeartGift’s Professional Employer Organization (PEO) to support benefits administration and compliance.
• Coordinate onboarding logistics for new staff, including IT systems, equipment, cell phones, and corporate credit cards.

Key Characteristics/Desired Competencies

• Proven experience with managing the back-end of an office in a supportive and collaborative environment
• Office vendor management: Understanding contracts, relaying details to a high-level to executives, etc.
• An interest in and commitment to HeartGift vision/mission
• Strong problem-solving, priority-setting, and decision-making skills
• Clear and exceptional communicator, written and verbal
• Intuitive awareness

Administration

• Responsiveness to emails, texts, and phone calls from internal and external partners in a timely manner
• Must be able to demonstrate the ability to independently lead projects from beginning to end
• Write effective meeting reports that summarize decisions made and actions to be taken on specific projects and assignments in a timely manner
• Proficient in Microsoft Office Tools & SharePoint

Minimum Requirements

• Minimum of 5 years in the related field
• Attend organization events
• Some nights and weekend work required
• Valid driver’s license, passport, and ability to travel occasionally for chapter meetings, and fundraising events

Pay: $45,000.00 - $60,000.00 per year

Benefits:

• 401(k)
• 401(k) matching
• Dental insurance
• Flexible spending account
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Retirement plan
• Vision insurance

Experience:

• Executive administrative support: 3 years (Required)

Work Location: In person