OFFICE MANAGER

Job Locations US-NY-New York
ID
2021-1097
Category
Management
Type
Regular Full-Time

Overview

Who We Are:

Asian Americans for Equality (AAFE) is a 501 (c) (3) non-profit organization based in New York City. Founded in 1974 in Manhattan’s Chinatown to advocate for equal rights, AAFE has transformed in the past four decades to become one of the city’s leading housing, social service and community development organizations. AAFE advances racial, social and economic justice for Asian Americans and other systematically disadvantaged communities, guided by our experiences as Asian Americans and our commitment to civil rights. AAFE is nationally recognized as an innovative affordable housing developer and property manager; we have created and preserved more than 1,000 affordable rental units in Manhattan and Queens and provided over $400 million in mortgage financing for first-time homebuyers.  AAFE also supports economic empowerment through two affiliates: a small business CDFI, Renaissance EDC (REDC), that provides financial and technical assistance to low-income, immigrant entrepreneurs; and a homeownership CDFI, Community Development Fund (CDF), that provides counseling and financial assistance to first-time and existing homeowners.  From neighborhood offices in Chinatown and the Lower East Side (Manhattan) and Flushing and Jackson Heights (Queens) we provide an array of multilingual counseling and educational programs in support of low-income tenants, seniors and immigrant youth. 

 

Position Summary:

The Office Manager is responsible for organizing and maintaining the operations, procedures, and compliance required for AAFE and its affiliates to deliver client services safely and efficiently, while providing administrative support to the AAFE board and Co-Executive Directors.  We are seeking an individual with the demonstrated ability to work with staff at all levels of an organization to ensure that offices and programs are operating smoothly.  This position requires attention to detail, time management and customer service skills, as well as the ability to multi-task and proactively problem-solve as part of a team.  

 

The Office Manager will report to the Co-Executive Directors.

Responsibilities

Organizational compliance:

  • Develop, implement and manage AAFE’s compliance program including but not limited to preparing and submitting documents for contract compliance, maintaining AAFE’s organizational status for public and private grants, and maintaining licenses and permits for delivering client services.

Facility maintenance and repair coordination

  • Coordinate with AAFE Property Management and AAFE, REDC, and CDF staff to address the maintenance, cleaning and repair needs of seven AAFE offices located in Chinatown, Lower East Side, Jackson Heights, and Flushing. 

Technology and Office Equipment coordination & oversight: 

  • Serve as the liaison between AAFE, REDC, and CDF employees and a 3rd-party IT provider to ensure timely and successful resolution to employee IT hardware and software needs.  
  • Manage Zoom phone and video conference systems, providing basic support to employees.  
  • Maintain an up-to-date inventory of IT equipment, including equipment borrowed by employees.  
  • Coordinate the on and offboarding of employees with the IT provider and HR Director.  
  • Manage the contracts and maintenance for leased office equipment including copiers and water coolers.

Office Support:

  • Review and help manage purchases, reimbursements, and invoice processing for AAFE program staff.  
  • Support AAFE program staff with maintaining and replenishing inventory and office supplies.  



Board liaison and administrative support:

  • Schedule board and committee meetings, for AAFE and two affiliate boards (REDC and CDF).
  • Prepare and circulate board and committee meeting agendas and materials.
  • Transcribe and circulate board and committee minutes for review and approval. 
  • Document and track action items following board and committee meetings.
  • Organize and support board and committee meetings, including hosting video conference calls and organizing refreshments for in-person meetings when they resume.

Commercial and property insurance support:

  • In collaboration with the Director of Finance and fiscal staff, complete insurance forms and prepare supporting documents to complete annual policy renewals.  
  • At the request of AAFE program staff, work with insurance carriers to add additional insured parties and provide updated COI documents to meet funder requirements.   

AAFE Executive Team and Special Events support:

  • Assist the Co-Executive Directors with scheduling meetings and calendar management.
  • Provide administrative and vendor management support for AAFE's annual fundraising gala and other special events including but not limited to smaller fundraising events, conferences, and community resource fairs.
  • Ensure all donations are processed and donor acknowledgments are sent in a timely manner.
  • Maintain an up-to-date grants database, including tracking of grant applications and awards.  

Additional Responsibilities:

  • Other activities and duties as needed to provide a safe and welcoming office environment for employees and clients, as well as the seamless and efficient delivery of client services. 

Qualifications

  • Bachelor’s degree or any combination of High School degree or equivalent with any experience and training that demonstrates the ability to perform the job responsibilities.
  • 3 years of experience in office administration and/or office management experience
  • Excellent computer skills, including a high degree of proficiency in Microsoft Office Suite and Google Suite
  • Strong organizational skills with demonstrated attention to detail and focus.
  • Strong analytical, verbal, written and interpersonal communication skills with the ability to present information to a diverse client base- specifically racially, ethnically and socially diverse.
  • Bilingual/Fluent in English/Cantonese, a plus
  • Must be able to maintain confidentiality of sensitive materials and information
  • Ability to prioritize and handle multiple complex projects

Expectations

EXPECTATIONS & HOW WE WORK:

We believe that the people and the communities that we have the privilege to serve, deserve our very best every day.  We are a results-driven organization that focuses on inclusiveness, empowerment and impact. AAFE employees are accountable, collaborative and strong communicators with a core strength of community service and development.  We are strategic thinkers who are committed to racial equality and treating each other, and the communities we serve, with respect and dignity.  We have an aptitude for technology and a strong desire to continuously learn. This philosophy expands to the way we manage our work and the way we put our best foot forward.  All employees are expected to adhere to the following:  

 

  • Ensure compliance with all grant/contract requirements
  • Work as part of a team in supporting other AAFE program contracts and projects 
  • Provide quality customer service to both internal and external partners and co-workers. 
  • Support efforts that ensure a safe and healthy work environment.
  • Understand and embrace the value in collaborating with people of different cultures, races, genders, ethnicities, beliefs, experiences and ideas.
  • An understanding of the concepts of institutional and structural racism and bias and their impact on underserved and underrepresented communities.
  • Maintain a positive, helpful attitude.
  • Enjoy your time at work!



COMPENSATION:

AAFE offers rich benefits, recognition, opportunities for professional growth and competitive salaries.  Salary offers will be based on the candidate’s experience in similar roles.

Options

Sorry the Share function is not working properly at this moment. Please refresh the page and try again later.
Share on your newsfeed