Office Manager

Open Sky Education•Waukesha, WI

12d

About The Position

Under the direction of the Chief Operating Officer, the Office Manager ensures smooth daily operations of the Waukesha office, serves as the point of contact with the building’s facilities team for matters affecting Open Sky Education’s suite and staff, provides ongoing executive administrative support to the COO, and provides as-needed administrative support to the CEO. The role also administers board-related processes, coordinates meetings and communications, maintains administrative systems, and serves as the recording/administrative point person for board agendas, minutes, and governance documentation, in alignment with organizational bylaws and requirements.

Responsibilities

Oversee day-to-day office operations and cleanliness to ensure an efficient, professional, and welcoming environment, including kitchen maintenance and cleaning (dishes, counters, appliances, etc.).
Serve as liaison to building facilities management for suite-specific needs (HVAC, cleaning, access/badging, deliveries) and manage internal office operations (space planning, desk assignments, office and seasonal décor); escalate maintenance requests as needed.
Communicate building updates to OSE staff when they affect suite operations.
Maintain office supply inventory and equipment; manage vendor relationships and contracts (supplies, printers/copiers, coffee/water service, shredding, courier).
Develop, document, and improve office policies, procedures, and administrative systems for consistency and compliance.
Act as primary point of contact for mail, shipping/receiving, deliveries, and general office inquiries.
Coordinate technology and access needs in partnership with IT providers (e.g., Ricoh), including onboarding devices, granting access, and supporting cell phone users as needed.
Track and reconcile administrative expenses; support logging of incoming checks and cash and maintain organized records for audits and reporting.
Provide temporary coverage for team members during PTO or other absences to maintain continuity of operations.
Own office culture initiatives, partnering with HR to deliver mission-aligned team building, appreciation events, and staff supports.
Perform other duties and responsibilities as requested or required.
Own COO calendar with proactive sequencing, buffer times, and travel blocks; schedule standing 1:1s and leadership meetings; coordinate CEO meetings as needed. Anticipate conflicts and propose solutions.
Monitor, flag, and draft email responses for COO; prepare CEO correspondence as requested. Ensure timely acknowledgement and professional tone; maintain confidentiality.
Assemble meeting agendas, briefing packets, and pre-reads; capture decisions and action items; distribute minutes/notes; track follow-ups to completion with owners and due dates.
Maintain COO priorities list, OKRs/KPIs dash or summary, and cross-functional action logs; provide weekly status updates and reminders to stakeholders.
Create/edit slide decks, spreadsheets, memos, talking points, and board-ready materials; ensure version control and brand consistency.