Administrative Manager

Job Description: Administrative Manager
Position Title: Administrative Manager
Reports To: CEO
Location: Remote
Employment Type: Full-time
Salary: $55,000-$85,000 (depending on location and experience)
About the Organization:
The T.J. Martell Foundation is leading the music community's fight to end cancer through the funding of high-risk, high reward research. From pioneering medications to advanced technologies for tumor tracking to cutting-edge analysis of genetic and microbiome data, our grants are saving lives through advancements in cancer screening, early detection, and treatment. For nearly five decades, we have championed the trailblazing research of diligent scientists and doctors who are committed to finding a cure. What started as a promise between a father and a son who he tragically lost to cancer, we honor the belief that the bond we all share with music can be used to strengthen the bond between a family, between a patient and a doctor and between a scientist and their research. Visit www.tjmartell.org for more information.
Position Summary:
The Administrative Manager plays a pivotal role in driving the overall success of our nonprofit, ensuring seamless day-to-day activities that enable the fulfillment of our mission. This dynamic and strategic position requires a highly organized, proactive professional capable of managing diverse administrative functions, optimizing business processes, and supporting the execution of key programs. Collaborating closely with the CEO and cross-functional teams, the Administrative Manager will spearhead initiatives to enhance business efficiency, maximize resource utilization, and contribute to the long-term sustainability and impact of the organization.
Key Responsibilities:
1. Business Management:

• Oversee day-to-day business, ensuring all systems and processes function smoothly to support organizational goals.
• Manage office infrastructure, including supplies, equipment, technology, and facilities, ensuring effective efficiency.
• Develop, implement, and continuously improve administrative policies and procedures to optimize organizational performance.
• Coordinate with vendors, service providers, and contractors, negotiating contracts to ensure quality, cost-effectiveness, and sustainability.
• Lead initiatives to streamline workflows, leveraging technology for enhanced productivity and data management.

2. Administrative Support:

• Provide high-level administrative support to the CEO, Board of Directors, and senior leadership, enabling strategic decision-making.
• Prepare, edit, and manage professional correspondence, reports, presentations, and documents, ensuring accuracy and professionalism.
• Organize and maintain digital and physical filing systems, ensuring data accuracy, security, and compliance with organizational policies.
• Schedule and coordinate meetings, manage complex calendars, prepare detailed agendas, and document minutes, ensuring timely follow-up on action items.
• Act as a liaison between internal and external stakeholders, managing communications and information flow efficiently.

3. Financial Management:

• Assist in the preparation of organizational budgets, financial forecasts, and reports, providing key insights to leadership for informed decision-making.
• Monitor and manage day-to-day expenses, ensuring adherence to budgetary guidelines and optimizing resource allocation.
• Process payables and receivables, track payments, reconcile financial discrepancies, and maintain comprehensive financial records for audits and reports.
• Collaborate with the finance team to ensure accurate and timely financial reporting, grant compliance, and donor stewardship.

4. Human Resources:

• Foster a positive workplace culture, promoting team collaboration, employee engagement, and well-being.

5. Program Support:

• Assist in the planning, execution, and evaluation of programs and events, providing logistical and administrative support to program teams.
• Monitor program timelines, budgets, and deliverables, ensuring that projects are on track and aligned with organizational objectives.
• Coordinate with program staff, volunteers, and external partners to facilitate the successful implementation of initiatives.
• Analyze program performance data and provide recommendations for improvements, reporting outcomes to leadership.

6. Fundraising and Donor Relations:

• Support fundraising efforts by maintaining and updating donor databases, processing donations, and generating letters of acknowledgment.
• Assist in the preparation of grant proposals, donor reports, and funding applications, ensuring timely submissions.
• Coordinate communication and engagement with donors, volunteers, partners, and other stakeholders, enhancing relationships and stewardship efforts.
• Help organize donor-related events, ensuring that logistics are smoothly managed, and the donor experience is positive.

7. Compliance and Risk Management:

• Ensure full compliance with legal, regulatory, and funding requirements, staying abreast of relevant laws and guidelines affecting the organization.
• Maintain up-to-date knowledge of nonprofit best practices, industry trends, and new regulations, providing recommendations for process improvements.
• Identify and mitigate business risks by implementing effective risk management strategies and contingency plans.
• Assist in preparing for audits and reviews, ensuring accurate documentation and compliance with funding and reporting obligations.

Qualifications:

• Bachelor’s degree in Business Administration, Nonprofit Management, or a related field; advanced degree or relevant certifications in nonprofit management, business operations, or project management preferred.
• Minimum of 3+ years of progressive experience in administrative or operations management, with a strong preference for experience within the nonprofit sector or mission-driven organizations.
• Proven expertise in organizational and project management, with demonstrated success in overseeing complex, multi-faceted projects, managing competing priorities, and delivering results within deadlines.
• Exceptional written and verbal communication skills, with the ability to communicate clearly, professionally, and persuasively to diverse stakeholders, including staff, volunteers, partners, and funders.
• Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and hands-on experience with CRM platforms (preferably Salesforce) and accounting software, with the ability to quickly learn new technologies and tools.
• Strong problem-solving and decision-making skills, with a demonstrated ability to work independently, take initiative, and make sound judgments in a fast-paced, dynamic environment.
• Deep commitment to the organization’s mission, with a passion for community service and a proven track record of contributing to the success of nonprofit programs or initiatives.
• Exceptional attention to detail and a proactive approach to improving processes, ensuring accuracy, and achieving organizational excellence.

Work Environment:

• This position typically works in an office environment with occasional travel to events or meetings.
• Flexibility to work occasional evenings or weekends as required.

How to Apply:
Interested candidates are invited to submit their resume, along with a cover letter detailing their qualifications and passion for our mission, to [email protected]. Please include "Administrative Manager Application – [Your Name]" in the subject line of your email. Applications will be reviewed on a rolling basis, so early submission is encouraged. Only shortlisted candidates will be contacted for an interview.
We are an equal opportunity employer and encourage candidates from diverse backgrounds to apply.