Senior Manager of Office Administration

Title of Position: Senior Manager of Office Administration
Job Classification: Admin
Status: Full-time
Location: In DC Office
Reports to: EVP & COO
Salary: Commensurate with education and work experience

About HACR:
The Hispanic Association on Corporate Responsibility (HACR) is a nonprofit 501 (c)(3) organization dedicated to advancing the inclusion of Hispanics in Corporate America at a level commensurate with the segment’s economic contributions. HACR focuses on four areas of corporate responsibility and market reciprocity: Employment, Procurement, Philanthropy, and Governance. In pursuit of its mission, HACR offers Corporate America direct access to the Hispanic community – its talent, entrepreneurs, and leadership to facilitate corporate responsibility and market reciprocity for the nation’s Hispanic population.

Summary:
The Senior Manager of Office Administration has a key role at HACR, responsible for ensuring the smooth operation of all office-related functions. This position manages general office administration, scheduling, communications, administrative tasks, accounting and payroll functions and serves as the HACR board liaison. The ideal candidate will have exceptional organizational skills, a proactive mindset, and the ability to thrive in a fast-paced, hybrid work environment. This role is integral to maintaining the efficiency and effectiveness of the organization’s operations and fostering a professional and organized work environment.

Duties and Responsibilities:

General Office Management:
• Serve as the main contact for the organization, greet visitors, and answer phones.
• Act as the primary vendor liaison for supplies, bills, shipping, mail, and deliveries.
• Create and maintain a comprehensive filing system, organize resources, and handle mail distribution.
• Prepare and edit correspondence, reports, memos, and forms.
• Create presentations and produce management-level reports.
• Assist in onboarding new employees by setting up building access, HR system access, computers, phones, and Teams and other software access.
• Ensure the office is stocked with necessary supplies.
• Oversee facilities management, including maintaining office space and coordinating repairs and maintenance.
• Manage CEO expense reporting and credit card reconciliations.
• Assist with COO expense reporting and credit card reconciliations.
• Organize company events and activities.

Scheduling:
• Schedule and coordinate meetings, appointments, and make travel arrangements.
• Coordinate meetings by preparing/distributing agendas, arranging conference calls, reserving facilities, and recording/transcribing minutes.
• Manage the CEO’s calendar and travel arrangements.
• Assist with the COO’s calendar and travel arrangements as requested.

Board Liaison:
• Schedule and attend board and committee meetings.
• Prepare and distribute agendas and minutes in a timely manner.
• Reserve meeting spaces and arrange catering for board meetings.

Communication:
• Handle all incoming and outgoing communications, including phone calls, emails, faxes, and mail.
• Communicate on behalf of the CEO/COO with the board, employees, vendors, and program participants.
• Adapt to a fast-paced environment and manage hybrid work requirements.
• Demonstrate proficiency in Microsoft Office and other office technologies.

Policies and Procedures:
• Maintain and update organizational policies.
• Work closely with the ADP liaison to onboard new hires, post job openings, manage benefits, and process payroll and 401(k) contributions.

Accounting Functions:
• Manage contract and price negotiations with vendors and service providers.
• Oversee the G&A budget to ensure accurate and timely expense reporting.
• Assist with budget preparation and audit processes.
• Generate new invoices, track payments, and update systems (e.g., Bill.com, Salesforce, QuickBooks).
• Ensure employees meet deadlines and adhere to company standards for credit card reconciliations.

Additional Skills:
• Strong organizational, problem-solving, analytical and time management skills.
• Excellent communication and interpersonal abilities.
• Proficiency in office software, including the Microsoft Office Suite.
• Attention to detail and a high level of accuracy.
• Effective problem-solving and decision-making capabilities.
• Demonstrated leadership and team management skills.
• Ability to effectively communicate with people at all levels and from various
backgrounds. This includes having the ability to influence management when
appropriate.
• Strong business acumen, able to champion new ideas, manage change, and execute action plans.
• Strategic thinker who can see long-term goals and balance against short and
intermediate needs.
• Ability to manage priorities, work independently and as a member of various teams and committees and has the proven ability to handle multiple projects and meet deadlines.
• Creative, flexible, and innovative team player.
• Commitment to excellence and high standards.

Qualifications:
• Bachelor’s degree (B.A.) or equivalent, two to four years related experience, or
equivalent combination of education and experience.
• Working knowledge of HR laws and regulations.
• Bilingual skills a plus;

Competencies:
• Diversity– Shows respect and sensitivity for cultural differences; educates others on the value of diversity; promotes a harassment-free environment; Builds a diverse workforce.
• Ethics– Treats people with respect; Keeps commitments; inspires the trust of others; Works with integrity and ethically; Upholds organizational values.
• Organizational Support– Follows policies and procedures; Completes administrative tasks correctly and on time; supports organization’s goals and values; Benefits organization through outside activities; Supports affirmative action and respects diversity.
• Judgment– Displays willingness to make decisions; Exhibits sound and accurate judgment; Supports and explains reasoning for decisions; Includes appropriate people in decision-making process; Makes timely decisions.
• Planning/Organizing– Prioritizes and plans work activities; Uses time efficiently; Plans for additional resources; Sets goals and objectives; Organizes or schedules other people and their tasks; Develops realistic action plans.
• Professionalism– Approaches others in a tactful manner; Reacts well under pressure; Treats others with respect and consideration regardless of their status or position; Accepts responsibility for own actions; Follows through on commitments.
• Dependability– Follows instructions, responds to management direction; Takes responsibility for own actions; Keeps commitments; Commits to long hours of work when necessary to reach goals; Completes tasks on time or notifies appropriate person with an alternate plan.

Physical Demands and Work Environment:
• Frequently required to stand.
• Occasionally required to walk.
• Frequently required to sit.
• Continually required to utilize hand and finger dexterity.
• Continually required to talk or hear.
• Continually utilize visual acuity to operate equipment, read technical information, and/or use a keyboard.
• Occasionally required to lift/push/carry items less than 25 pounds.
• Some travel may be required.

The above is intended to describe the general content of and requirements for the performance of this job. It is not to be construed as an exhaustive statement of duties, responsibilities or physical requirements. Nothing in this job description restricts management’s right to assign or reassign duties and
responsibilities to this job at any time. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions