The Office Manager provides administrative and “behind-the-scenes” support for the entire organization across its multiple locations. This position is well suited for a person with exceptional written, verbal, and organizational skills, and who enjoys providing necessary support in order that others can succeed most effectively and efficiently.
The Office Manager will report directly to the Executive Assistant of the CEO and will work from the primary Garden campus, located at 611 SW Kingston Avenue.
COVID-19 Vaccination Policy: For the safety of our staff, volunteers, and guests, Portland Japanese Garden is requiring all staff and volunteers to be vaccinated against the COVID-19 virus. Candidates must be fully vaccinated by their hire date. ‘Fully vaccinated’ means 2 shots of either the Moderna or Pfizer vaccine, or 1 shot of the Johnson & Johnson vaccine – plus 2 weeks after the final shot.
Primary Duties
- Open, process, and deliver daily mail, including interdepartmental mail (includes delivery to Admin House and Sylvan Office)
- This includes careful listing of checks/payments received via mail
- Provide general support to the Executive Assistant of the CEO, including help with events and visiting guests, and provide general coverage of the Executive office
- Provide administrative support to the Deputy Director
- Board meeting support
- Prepare minutes from monthly/quarterly Board of Trustees/Directors meetings
- Update and prepare onboarding binders for new Board members
- Order name tags, business cards, and Washington Park parking passes for new Board Members
- In conjunction with Events staff, ensure beverages/snacks are ordered and ready
- Manage scheduling and maintenance of Garden’s guest apartment
- Oversee operation and maintenance of copiers and postage meter
- This includes maintaining shared copier and workroom spaces, keeping them stocked and organized, and managing equipment contracts
- Order and manage inventory of office and kitchen supplies for all departments, at all locations
- Order and maintain inventory of organization collateral in the form of brochures, letterhead, envelopes, business cards, etc.
- Schedule and manage monthly all-staff meetings (e.g., prepare agenda and distribute to staff members, coordinate with Events staff to ensure food is ordered and set up)
- Process monthly auction donation requests
- On occasion, oversee Volunteer(s) who provide assistance with this task
- In conjunction with the Human Resources Manager, plan and coordinate staff events, such as the annual holiday party
Other Responsibilities
- Familiarize oneself with the organization and the Employee Handbook
- Get to know fellow staff members, developing trust, establishing credibility, encouraging teamwork, and creating an atmosphere of open, honest, two-way communication
- Serve as a role model for Garden volunteers, providing support and encouragement to volunteers in their roles across the Garden
- Maintain a high level of professionalism in manner and appearance
- Adhere to Garden Dress Code (business casual)
Qualifications
Studies have shown that women and people of color are less likely to apply for jobs unless they believe they meet every one of the qualifications as described in a job description. We are most interested in finding the best candidate for the position, and that candidate may be one who comes from a less traditional background. If you are interested in applying, we encourage you to think broadly about your background and qualifications for this role.
- At least 5 years of prior administrative/office management experience, or similar
- Detail-oriented with exceptional organization skills
- Ability to remain flexible with shifting priorities
- Ability to maintain confidentiality of sensitive information
- Exceptional customer service and ability to communicate with people of diverse backgrounds
- Ability to read, write, and communicate effectively and professionally
- Ability to work independently with minimal supervision, and also as a team
- Proficient with Microsoft Office Suite (Outlook, Word, Excel)
- Must have reliable transportation, a valid driver’s license, and clean DMV record
Special Requirements
- Must be able to remain in a stationary position and/or move about the Garden for several hours
- Must be able to lift 25 lbs regularly
- Wage: $55,000/year
- This is a full-time, salaried position with approximately 40 – 45 hours per week. The schedule is generally 8:30am – 5:00pm, Monday through Friday.
- Benefits:
- health, dental, and vision insurance (premium 100% covered for employees)
- 401k plan (after 90 days, with 4% employer match after 1 year)
- flexible spending accounts for medical and dependent care expenses
- paid vacation, sick, and holiday time
- free access to the Employee Assistance Program (EAP)
To apply, please submit a resume, cover letter, and three work-related references through our online Career Center. Incomplete applications will not be considered. Please no phone calls or hand delivered applications. Applications will be accepted until the position is filled.
Portland Japanese Garden is proud to be an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees. We recruit, employ, train, compensate, and promote without regard to race, color, national origin, creed, religion, sex, gender identity, sexual orientation, marital status, parental status, disability, age, veteran status, or any other status protected by law.