SALARY JOBS

As we build our financial reserves through corporate sponsorships and private donations, we will begin hiring full and part-time employees and 1099 contractors to work at our Phoenix location. All candidates for are required to complete a certain number of unpaid work hours to be considered for a paid position.

Part-time Office Manager

We are looking for an administrative support professional to join our growing team. The ideal candidate is an intelligent, self-driven, detail-oriented, tech-savvy, organized problem solver with excellent verbal and written communication skills, and a friendly but assertive personality.

Responsibilities

The Office Manager’s mission is to keep the office running like a well-oiled machine. You will be responsible for performing a wide variety of challenging administrative and organizational tasks:

Scheduling and Event Planning

  • Organize/manage logistics of company events and trade shows
  • Book travel (tickets, rental cars, lodging)
  • Manage calendars, coordinate meetings/conference calls
  • Take meeting notes/record action items

Bookkeeping

  • Collect and process expense receipts
  • Enter and pay vendor bills
  • Process and deposit customer checks
  • Manage vendor/partner billing agreements
  • Maintain W-9s for 1099 vendors

General Office Support

  • Scan/fax/email/mail/file/shred documents
  • Purchase non-inventory items (e.g. furniture, appliances, multimedia equipment)
  • Maintain office supplies
  • Keep the pantry stocked
  • Order Friday lunch
  • Schedule services and repairs
  • Maintain repair/service records

Reception

  • Answer and screen incoming calls
  • Sign for and distribute packages
  • Welcome and direct occasional visitors

Department-Specific Support

  • Perform research and generate reports
  • Research products/services, obtain quotes, provide recommendations

Qualifications: Natural Talents

  • Resourcefulness: you leverage your experience, good judgment and out-of-the-box thinking to independently overcome obstacles and solve problems
  • Excellence/Perfectionism: you have strong attention to detail, perfect grammar and spelling, and are committed to doing whatever it takes to make sure the job is done right
  • Organization/Planning: you enjoy putting things in order, creating detailed plans, and managing projects. You are punctual, and rarely miss deadlines.
  • Intelligence: you are capable of quickly absorbing and processing information
  • Flexibility/Multitasking: you are comfortable juggling multiple calendars and projects, quickly switching contexts, and dealing with interruptions

Qualifications: Skills and Experience (Required)

  • 3+ years experience in an administrative support, secretarial, or executive assistant role
  • Advanced knowledge of Microsoft Excel, Word, Outlook and Google Docs
  • Type 60 words per minute
  • Experience coordinating multiple calendars, planning events and booking travel for multiple people
  • Expert at doing online research

Qualifications: Skills and Experience (Bonus)

  • Record keeping with QuickBooks
  • AR/AP support
  • HR/recruiting experience

Salary

  • $18 – $22/hr DOE
  • Performance-based incentives

Benefits

  • None

  • Work Environment
  • Interesting, challenging, meaningful work
  • Low stress atmosphere and friendly, competent co-workers
  • Clear work expectations and frequent check-ins
  • State-of-the-art equipment and software
  • An opportunity to do what you do best, every day
  • Manager who cares about you as a person and helps you grow in your career
  • Healthy work/life balance
  • Casual dress code

Job Type: Part-time

Salary: $18.00 to $22.00 /hour

Experience:

  • administrative: 3 years (Required)

Location:

  • Phoenix, AZ 85022 (Required)

Must be flexible and comfortable working in a small group setting. Vigilant America is a small nonprofit and roles may change week-to-week depending on the need.