NAMI GREATER SAN ANTONIO

DIRECTOR OF OFFICE OPERATIONS and EXECUTIVE ASSISTANT

 

Summary: The NAMI GSA Director of Office Operations and Executive Assistant will be responsible for overseeing the NAMI GSA day-to-day operations and supporting the Executive Director. In this role, you will be expected to perform a variety of assignments and projects. This role requires excellent communication and organizational skills, familiarity with office operations, ability to support diverse staff and departments, and customer service skills.

 

ESSENTIAL DUTIES AND RESPONSIBILITIES:

 

• Liaise with ED to make decisions for operational activities and strategic plan

• Assist ED with Board relations, meetings, and other assignments/projects

• Schedule meetings, send invitations, draft emails, letters, and other correspondence

• Assist in the grant writing and tracking process

• Support the development and education departments in carrying out their programs

• Manage board report data, packets, arrange meeting space, etc.

• Plan and monitor day-to-day operations

• Coordinates tasks, operations, and other business with associate Directors

• Coordinate office and equipment logistics

• Coordinate Information Technology support

• Manage procurement processes and coordinate material and resource allocation

• Manage relationships/agreements with vendor contracts and ensures timely repairs, changes, or updates

• Execute onboarding and offboarding of staff members

• Coordinate with bookkeeper on expenses, budget, and payroll

• Build annual and monthly budget; manage expense ledger

• Supervise and manage Warmline program and associated data

• Evaluate overall performance by analyzing and interpreting data and metrics

• Evaluate efficiency of operation procedures and apply improvements

• Revise and/or formulate policies and promote their implementation

• Event planning for up to 200 attendees (general meeting, holiday party, board meeting, etc)

• Function as a human resources associate

• Manage office knowledge operations (Sharedrive, communication w/ staff, board members, and members)

 

Job Qualifications:

 

• Associate’s Degree in Business or Office Management preferred or at least 5 years administrative assistance experience

• Human resources experience preferred

• Supervisory or mid-level management experience

• Bilingual a plus (Spanish and English).

• Must have exceptional people skills.

• Demonstrated written and oral communication skills. 

• Exceptional organizational skills and ability to prioritize goals and tasks.

• Proficient skill level using Microsoft Office Word, PowerPoint, Excel, Forms, Visio and Teams.

• Must be knowledge and comfortable using video conferencing platforms such as Zoom, WebEx, etc.

• Ability to function independently, meet deadlines, and work in a team setting.

• Willingness to work in a supportive role.

• Flexibility to work evenings/weekends as required

• Must have transportation to meet with partners, attend meetings and provide support as needed