Administrative Services Manager

SUMMARY

The Administrative Services Manager provides high-level administrative, operational, and strategic support to the President/CEO, Senior Leadership Team, and Board of Directors. This role is central to ensuring the effective day-to-day operation of the office, coordination of executive functions, board governance, procurement activities, and donor engagement. The Administrative Services Manager serves as a key organizational hub - overseeing office systems and vendor relationships, managing procurement processes, and supporting the full range of operational and administrative priorities across departments.

DIRECT RESPONSIBILITIES

Office & Administrative Operations

• Oversee and manage day-to-day office operations, ensuring a well-organized, efficient, and professional work environment.

• Supervise administrative services, including mail distribution, reception coordination, supply management, and internal systems.

• Maintain contracts, organizational files, and documentation in compliance with applicable standards and regulations.

• Support process improvements to increase operational efficiency and service quality.

• Assist with staff engagement activities and internal events.

• Serve as secondary point of contact for facility-related needs and coordinate with the Director of Facilities as appropriate.

Procurement & Vendor Management

• Coordinate procurement of office supplies, equipment, and services in alignment with budgetary and organizational guidelines.

• Research vendors, solicit quotes, and evaluate options to ensure cost-effective purchasing decisions.

• Maintain vendor relationships and contracts; track renewals, deliverables, and service levels.

• Process purchase orders and invoices; coordinate with finance/accounting to ensure timely and accurate payment.

• Maintain an organized inventory of office and operational supplies; anticipate needs and manage reorder cycles.

• Ensure all procurement activity complies with organizational policy and applicable regulations.

Executive & Leadership Support

• Manage complex and dynamic calendars for the President/CEO and support Senior Leadership Team scheduling needs.

• Coordinate travel, meeting logistics, agendas, and briefing materials.

• Prepare, review, and edit correspondence and materials on behalf of executive leadership.

• Research, prioritize, and respond to sensitive or high-level requests.

• Support Senior Leadership Team meetings, all-staff meetings, and internal communications, including preparing agendas and recording minutes.

• Track department expenses, timekeeping, and administrative processes.

Board Relations & Governance

• Serve as primary liaison for the Board of Directors, providing scheduling, communication, and administrative support.

• Coordinate all Board and committee meetings, including logistics, materials, and minutes.

• Maintain Board portal, records, and governance documentation in compliance with bylaws and regulatory standards.

• Support Board recruitment, onboarding, orientation, and annual documentation processes.

• Track Board terms, engagement, and demographics to support governance planning.

• Coordinate Board participation in organizational and fundraising events.

Fundraising & Donor Engagement

• Support the Development Team in executing fundraising strategies to meet revenue goals.

• Cultivate and maintain relationships with individual and corporate donors.

• Conduct donor research and support donor cultivation planning.

• Assist with sponsorship outreach and donor stewardship activities.

• Develop and distribute donor communications in alignment with branding and organizational standards.

Events & Campaign Management

• Assist in leading, planning, and execution of fundraising and stewardship events.

• Assist in managing event logistics, including venue selection, contracts, catering, marketing, registration platforms, and audiovisual production.

• Assist with event communications, invitations, and guest engagement strategies.

• Support event committees and ensure successful onsite execution.

Donor Operations & Data Management

• Document contacts in donor database (e.g., Salesforce), including gift processing, reporting, and list generation.

• Draft and process donor acknowledgements, tax receipts, and stewardship materials.

• Manage development email campaigns and mass communications.

• Ensure accuracy, integrity, and confidentiality of donor and organizational data.

Grants, Projects & Cross-Functional Support

• Support grant development through research, data analysis, budgeting, and narrative preparation.

• Participate in donor and funder meetings, interviews, and reporting processes.

• Support special projects for executive leadership and development initiatives.

• Collaborate across departments to support organizational priorities.

Required Education:
- Bachelor's degree in Business Administration, Management, or a related field preferred.

Required Experience:
- Minimum of 3 years of experience in an administrative or operations role, preferably within a healthcare or nonprofit organization.
- Proven experience in coordinating executive-level operations and supporting senior management.
- Experience in managing complex schedules and organizing high-level meetings and events.

Required Skills and Abilities:
- Excellent organizational and multitasking skills, with the ability to prioritize tasks effectively.
- Strong communication skills, both written and verbal, with the ability to interact professionally with diverse groups.
- Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and other relevant software applications.
- Ability to maintain confidentiality and handle sensitive information with discretion.
- Strong problem-solving skills and the ability to work independently in a fast-paced environment.
- Demonstrated ability to work collaboratively within a team and foster positive working relationships.