Office Manager

PEN America, a nonprofit organization that stands at the intersection of literature and human rights, seeks an experienced office manager who takes pride in anticipating and efficiently addressing the needs of staff and supporting our organizational operations. This is a full-time position based at PEN America’s New York headquarters.

Reporting to the chief financial and administrative officer, the office manager will take on a wide range of activities for our growing nonprofit organization, ensuring that our office meets the needs of our staff of over 50 employees. The office manager will work both independently and in conjunction with the chief executive officer, the chief operating officer, and the finance and administration and human resources departments. This individual will serve as the point person for ensuring the office is well-supplied and maintained, new and existing staff have access to office resources, and vendors are secured as needed and supervised. Tasks will include ensuring the maintenance of copy machines and other equipment and working with building management, repair technicians, and mail and delivery services. The office manager will often serve as a daily resource to staff, equipping new hires with workstations and providing staff with training on use of office machines and systems. The office manager will prepare and update protocols, instruction manuals, and other internal processes supporting efficient office use.

The position requires comfort with technology and the ability to function as the first point of contact for IT needs. This includes troubleshooting, communicating with our IT vendor on WiFi and computer problems, planning and preparing devices for staff usage, creating and managing logins for staff, and overseeing our audiovisual conferencing equipment and accounts.

The successful candidate will have experience creating organizational processes and implementing deliverables in an organized, timely manner. The ideal candidate will be comfortable negotiating contracts with vendors and service providers and  communicating with staff members to address needs or concerns. The ability to anticipate issues, be resourceful in problem-solving, and follow projects through to completion is crucial to this role. Ideally, this candidate will have some experience successfully supporting a workforce that is both virtual and in person.

This position offers an excellent opportunity to grow one’s administrative career while being part of a dedicated, enthusiastic, and mission-driven staff in a fast-paced nonprofit organization. Advancement to more senior administrative and operational roles is possible as the organization grows.

Responsibilities:

  • Ensure an efficient, inviting, and supportive office environment for staff and visitors
  • Plan, coordinate, and oversee office IT needs, including interfacing with IT provider and ensuring training and maintenance are provided for new and current staff
  • Monitor office supplies and order new stationery, furniture, appliances and electronics as required
  • Ensure front-of-office coverage, including answering calls to our main phone line and assisting visitors
  • Participate in onboarding of new staff with training on systems and procedures
  • Oversee the provision of housekeeping and maintenance services to keep the office clean and safe and appliances in working order
  • Collaborate with senior managers to improve office operations and procedures
  • Prepare and maintain relevant office management budgets
  • Create initiatives that further the organization’s overall goals with regard to the office environment and accommodation of staff
  • Maintain compliance with local, state, and federal authorities with regard to office use and safety, and ensure proper property and liability insurance coverage

Qualifications:

  • Self-directed professional with at least two years of office management or operations experience
  • Exemplary team player with professional demeanor and ability to work independently and collaboratively
  • Exceptional problem-solving skills, and the ability to follow through from the identification of a challenge to its solution
  • Knowledge of office technology, management systems, and procedures
  • Strong organizational abilities, including planning and collaborating with others
  • Ability to anticipate issues, effectively undertake multiple projects simultaneously, meet deadlines, and handle a frequently fast-paced work environment
  • Excellent interpersonal skills and ability to guide and support colleagues
  • Effective written and verbal communication skills
  • Meticulous attention to detail and focus on precision in all aspects of work 
  • Formidable work ethic and high energy level, with willingness to do what it takes to get the job done
  • Demonstrated ability to problem solve with creative resolutions
  • Proficiency in Microsoft Office Suite (Excel and Word) and G Suite
  • Should be able to comfortably lift 15 lbs

Salary and Benefits: PEN America offers competitive compensation and benefits, commensurate with experience.

To Apply:

Please submit a cover letter directly addressing specific requirements for the position as outlined above, resume, and the contact information for three references. Please submit the entire application to [email protected]. One PDF is preferred. Please use “Office Manager” with your name as the subject of your email (for example, “Office Manager – Jane Doe”). Only complete applications will be reviewed, and only shortlisted candidates will be contacted.

PEN America is an equal opportunity employer that does not discriminate in its hiring practices, and in order to build the strongest possible workforce, actively seeks a diverse applicant pool.

No phone calls, please.

About PEN America:

PEN America stands at the intersection of literature and human rights to protect free expression in the United States and worldwide. We champion the freedom to write, recognizing the power of the word to transform the world. Our mission is to unite writers and their allies to celebrate creative expression and defend the liberties that make it possible.