Job details

Back-Office Manager / Executive Assistant

We are seeking a highly organized, proactive, and adaptable individual to fill the dual role of Back-Office Manager and Executive Assistant. This pivotal position supports our executive leadership while ensuring the smooth operation of our back-office functions. The ideal candidate will possess strong data management skills, particularly in CRM customization and management, as well as workflow automation and API third-party integrations for CRMs and other business suite tools. This individual should also be eager to learn new skills, take on assignments outside their current expertise, and demonstrate self-motivation with the ability to take initiative.

Key Responsibilities

Back-Office Management

CRM Customization and Management:

Customize and maintain the organization’s Customer Relationship Management (CRM) system to meet the specific needs of the nonprofit.
Ensure accurate and up-to-date data entry, segmentation, and reporting within the CRM.
Train and support staff in using the CRM effectively.
Develop and manage workflow automations and implement API integrations to enhance efficiency across platforms.

Data Management:

Oversee data collection, storage, and analysis to support program evaluation and strategic planning.
Develop and implement data management policies and procedures to ensure data integrity and security.
Research and update constituent records for donors and prospects in the fundraising pipeline.
Provide critical active back-office support for fundraising activities.

Report Generation and Management:

Create regular reports on key metrics, donor engagement, program outcomes, and other relevant data.
Analyze data to provide insights and recommendations for improving operations and impact.
Present findings to the executive team and board as needed.

Executive Assistance

Administrative Support:

Manage the executive’s calendar, including scheduling meetings, appointments, and travel arrangements.
Coordinate and prepare materials for meetings, presentations, and events.
Handle correspondence, including emails, phone calls, and mail, ensuring timely and professional communication.

Project Coordination:

Assist in the planning and execution of organizational projects and initiatives.
Track project timelines, deliverables, and outcomes, ensuring projects stay on schedule and within scope.

Documentation and Writing:

Draft, edit, and proofread documents, reports, and communications for the executives and the organization.
Prepare meeting agendas, minutes, and follow-up action items.
Maintain organized records and filing systems for easy access to information.

Communication and Coordination:

Act as a liaison between the executive team and other staff, fostering effective communication and collaboration.
Facilitate internal communications, ensuring information flows smoothly across departments.

Bachelor’s degree in Business Administration, Information Systems, or a related field (preferred but not mandatory if compensated by experience).
Minimum of 3-5 years of experience in administrative support, back-office management, or similar roles.
Proven expertise in CRM systems management, including customization and workflow automation.
Experience in data management, report generation, and analytics.
Previous experience working in project coordination or executive-level administrative support.

Technical Skills:

Proficiency in CRM platforms and API integrations; familiarity with systems like Salesforce, HubSpot, or similar tools.
Advanced skills in data analysis and management, including generating and interpreting reports.
Proficient in Microsoft Office Suite and Google Workspace (Docs, Sheets, Slides).
Experience with workflow automation tools (e.g., Zapier, Monday.com, or similar).
Strong technical aptitude with the ability to quickly learn new systems and software.

Personal Attributes:

High level of professionalism and discretion.
Commitment to the mission and values of the Hortus Foundation.
Positive attitude and a proactive approach to tasks and challenges.
Eagerness to learn new skills and take on assignments beyond their current expertise.
Self-motivated and able to take initiative in identifying and addressing organizational needs.

Client Relationship: You will be directly working with the client. This means that you will communicate with the client, provide services, and address any client-related matters independently.

Payment: All payments for your services will be handled directly by the client. Elevate and Delegate is not involved in processing your payroll. Your salary will go directly to you.
Vacation Leaves and Holidays: While we may have recommendations or guidelines regarding vacation leaves and holidays, the decision is entirely at the client's discretion. You are expected to align your schedule with the client's business needs and any specific policies or preferences they may have in this regard.

Salary: $1000 - $1300 / month

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Average salary estimate

$13800 / YEARLY (est.)

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$12000K

$15600K

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What You Should Know About Back-Office Manager / Executive Assistant, Elevate and Delegate

Are you ready to take your organizational skills to the next level? Join the Hortus Foundation as a Back-Office Manager / Executive Assistant, where you'll have the chance to support our executive team while ensuring our back-office functions run like a well-oiled machine. In this dynamic role, you’ll dive into CRM customization, managing data integrity, and harnessing workflow automation to maximize our impact. Your expertise in data management will help us analyze and report on key metrics pertinent to our fundraising efforts. Don't worry if you haven't tackled everything on the list; we value a keen willingness to learn and adapt. Whether it’s scheduling important meetings or facilitating communication between departments, your contribution will be pivotal. As you manage the executive's calendar and assist in strategic projects, you’ll need a sharp eye for detail and a friendly demeanor when interacting with staff and clients. If you thrive in a proactive environment, possess strong technical skills, and have a passion for supporting a meaningful mission, we can’t wait to see you apply. Help us create impactful solutions that resonate through our community, all while enjoying a position where no two days are the same. Dive into a role that blends management with a commitment to service and leave your mark in the nonprofit sector! With a salary ranging from $1000 to $1300 a month, this is your chance to join a dedicated team focused on making a difference.

Frequently Asked Questions (FAQs) for Back-Office Manager / Executive Assistant Role at Elevate and Delegate

What are the primary responsibilities of a Back-Office Manager / Executive Assistant at Hortus Foundation?

As a Back-Office Manager / Executive Assistant at Hortus Foundation, you'll be integral to both our executive leadership and back-office operations. Your primary responsibilities will include CRM customization and management to ensure accurate data handling, overseeing data collection and analysis, generating insightful reports, and providing robust administrative support to the executive team. You will also assist in project coordination, manage communications, and maintain organized documentation.