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Employment Opportunities

Manager of Office Administration

FLSA Status: Exempt
Job Type: Regular
Reports to: President & CEO
Amount of Travel Required: None
Positions Supervised: None

Position Summary

This position will be responsible for supporting the organization's administration and finances.

Essential Functions – Reasonable Accommodations Statement

To accomplish this job successfully, an individual must be able to perform, with or without reasonable accommodation, each essential function satisfactorily. Reasonable accommodations may be made to help enable qualified individuals with disabilities to perform the essential functions.

Essential Functions Statement(s)

  • Perform essential duties related to management of the office, including, but not limited to, mail distribution, supply inventory, IT coordination, monitoring staff calendar, and reception duties
  • Prepare documentation for Credit Card transactions, prepare deposits, deliver items to Accountant weekly, coordinate with Accountant for Invoices regarding IBV and International Gateway
  • Prepare Annual Funding Requests, Review and Audit materials, Budget preparation, Financial Statements and Balance Sheet and AR for monthly board reports
    • Reconcile all credit card purchases/manage relationship with Prosperity Bank/credit card company
    • Review monthly financial statements/coding
    • Review AR status and ensure payment is collected
    • Manage annual organizational budget process with President/CEO, Budget Committee, Board and Accountants
    • IBV
    • Create and manage cash flow for International Gateway program
  • Prepare Board Packets for upcoming meeting (Agenda, Minutes, Financials), correspond with Accountants to obtain AR/AP, and document minutes of the meeting
  • Send calendar reminders, monitor RSVP's, and prepare lunch/snacks for meetings
  • Manage contacts for the company in Constant Contact along with inputting new contact information to the President/CEO's Google Contacts
  • Support President/CEO in administrative capacity – manage calendar, schedule appointments, support correspondence
  • Assist the President/CEO with HR management
    • Manage benefits enrollment and relationships
    • Help to draft and approve job descriptions, performance evaluation process, team & individual goals with PEO provider with G&A
    • Manage PTO allocation/tracking & help process payroll bi-weekly
  • Event planning
    • Manages all events from quarterly private investment meetings, client dinner & large public events
      • Recruit sponsorship commitments
      • Help to develop agenda and programming for the day
      • Manage vendor relationships, restaurants, catering
      • Manage invitations and RSVPs
  • Perform other duties as assigned

Position Qualifications – Competency Statement(s)

  • Excellent written and verbal communication skills, both internally and externally
  • Provide counsel for staff on communications
  • Strategic thinker who excels at coming up with original ideas and then implements
  • Ability to proactively identify targeted business opportunities and develop supporting programs
  • Strong organizational skills and ability to handle multiple tasks and meet deadlines
  • Ability to integrate business development strategy to support strategic goals and program
  • Able to perform within an integrated team environment
  • Able to excel in a fast-paced environment with changing priorities and able to take a positive team approach to working with industry and partners (economic development or university experience a plus)
  • Communication, Oral - Ability to communicate effectively with others using the spoken word.
  • Communication, Written - Ability to communicate in writing clearly and concisely
  • Financial Aptitude - Ability to understand and explain economic and accounting information, prepare and manage budgets, and make sound long-term investment decisions.
  • Friendly - Ability to exhibit a cheerful demeanor toward others.
  • Interpersonal - Ability to get along well with a variety of personalities and individuals.

Skills and Abilities

Education: Bachelor’s Degree or equivalent experience equired
Experience: 3 plus years of experience; bookkeeping experience
Computer Skills: Microsoft Office, Google Suite

Work Environment

The work environment characteristics described here are representative of those employee encounters while performing the essential functions of this job. Reasonable accommodations, in accordance with ADA, may be made to enable individuals with disabilities to perform the essential functions.

Contact Info

If interested in applying for this position, please send a cover letter and resume to Matt Prochaska, Brazos Valley Economic Development Corporation President/CEO, at mprochaska@brazosvalleyedc.org
The BVEDC provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.