Office Manager

The Friends of the Palo Alto Junior Museum & Zoo (Friends) is an organization with the mission to support and enhance the Palo Alto Junior Museum & Zoo (JMZ).  The JMZ is a beloved Palo Alto institution that has served the Palo Alto community and beyond for more than 80 years. The Friends fundraises for capital projects, as well as access and inclusion programs that ensure that the JMZ remains accessible to everyone.  In its most recent capital campaign, the Friends raised $25 million to rebuild the JMZ, and the new facility reopened to the public in 2021 after more than a decade of planning, fundraising, and construction. The new and enhanced JMZ offers richer experiences for visitors and greater accessibility for children of all abilities.  This is truly an exciting moment to join the Friends’ organization.

The Friends Office Manager is responsible for the management of all daily administrative activities and coordination of financial processes. This position works closely with the Board of Directors to meet organizational objectives.

QUALIFICATIONS

• Ability to work with a diverse group of people, including the Friends’ Board of Directors and staff, the JMZ and City staff, and other organizations and individuals that work with the Friends.
• Team player, easily approachable, excellent interpersonal skills.
• Proactive, resourceful, creative, and willing to ask questions.
• Discretion when handling confidential donor records and financial information.
• Excellent attention to detail and quality control standards.
• Excellent written and verbal communication skills.
• Ability to coordinate, prioritize, multi-task and meet deadlines.
• Computer Skills: Microsoft Office, Google Workspace, word processing, spreadsheets, CRM database, financial database, payroll software, internet research, design software such as InDesign and/or Illustrator
• Bachelor’s degree preferred.
• Minimum 4-6 years of experience in office management or executive assistance.

RESPONSIBILITIES

General Office

• Manage all office functions.
• Maintain an efficient, up-to-date filing system for financial data, Board documents, development records, etc.
• Maintain equipment and software contracts, warranties, purchase information and office keys.
• Provide meeting phone/IT support.
• Arrange maintenance and backup for equipment and software systems as needed.
• Organize and maintain storage areas and monitor inventory.
• Ensure appropriate document and data retention for all paper and electronic documents and communications, according to Friends’ Document Retention policy.

Finance

• Partner closely with accountant and Friends' Finance Committee to develop, track, and accurately report financial information against budget
• Project manage annual budget process, including projection, development, revisions, formal review and approval, and ongoing monitoring and reporting)
• Liaise with vendors in negotiating rates, processing timely payments, and resolving billing issues.
• Manage payroll and benefits program
• Manage all bank transactions and maintenance of accurate deposit records.
• Support Audit Committee and liaise between committee, accountant and auditor, keeping committee abreast of relevant audit activity and deadlines.

Board Support

• Support and Manage Board schedule, including scheduling, agenda creation and management, and notes/record keeping

Development Support

• Process donations in a timely manner according to the organization’s Stewardship Guidelines. Prepare acknowledgement letters.
• Assist with general fundraising and grant reporting in providing related revenue and expense reports and financial statements as needed.

Friends’ Staff Management

• Manage small part-time staff -- e.g. collect timesheets, conduct annual performance reviews, and address personnel issues.