Office Administrator

CaringBridge•Minneapolis, MN

4h•Hybrid

About The Position

The Office Administrator provides essential operational and organizational support that enables the CEO and management team to work efficiently and stay focused on strategic priorities. This role serves as a central point of coordination, ensuring day-to-day administrative needs are handled with professionalism, warmth, accuracy, and discretion. Key responsibilities typically include maintaining office operations, managing calendars and scheduling, coordinating meetings and logistics, preparing materials and documentation, handling correspondence, and supporting internal processes. The Office Administrator often acts as a trusted partner to leadership, helping streamline workflows, anticipate needs, communicate proactively, and maintain clear communication across stakeholders. A skilled Office Administrator in this role brings structure, reliability, proactive communication, and continuity to the work, contributing to smoother operations and better use of time and resources across the organization. This is a part time role that will vary from 24-32 hours a week.

Requirements

10+ years of administrative level support, preferably with exposure toCEO/C-Suite levels
Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Willingness to perform office management duties.
Ability to work in a growing fast-paced entrepreneurial environment.
Strong interpersonal skills and the ability to build relationships with stakeholders including staff, board members and external partners.
Expert level written and verbal communication skills, including the ability to ask clarifying questions and work with senior management, internal and external clients.
Superior customer service and interpersonal skills.
Proactive approaches to problem-solving and decision-making capability.
Thorough knowledge of Microsoft applications
Frequently required to sit, use hands to handle objects and talk or hear.
Frequent wrist and/or hand movement is required.
Occasionally required to stand, walk and reach with hands and arms.
Must occasionally lift and/or move up to 30 pounds.
Specific vision abilities required include close vision, distant vision and the ability to adjust focus.

Responsibilities

Organization
Communication skills
Loyalty and Discretion
Calendar management
Administrative tasks
Computer and technology skills
Coordinating meetings
Meeting with CEO regularly to prioritize weekly support tasks(meeting prep checklists, office needs, agenda creation, board notes and actions, donor and client relationship management- SalesForce entry, personal thank yous)
SupportingCEO calendar of daily meetings, including clarity on objective, agenda and outcomes and confirmation of meetings, location, and meal reservations
Supporting the Senior Leadership Team with cross functional and outside client meeting and calendar management support, inclusive of Leadership and All Staff meetings.
Manage theCaringBridgeOffice space and ensure it is well-supplied, tidy, and a welcoming environment for employees and guests. This includes working with building management on occasion. And mail distribution as received.
Supporting CFO by logging contracts for record keeping and assisting with cash deposits on an as needed basis.
SupportingHead of People Operations with employee onboarding and offboarding administrative needs.
Supporting Donation Processing as needed during busy times helping with donor thank yous
Supporting any in-office meeting logistics including regularly planned all staff meetings
Special projects as applicable – an example is working with our employee online vendor.