Office Manager

Office Manager

Office Manager 150 150 HRatAHA
American Humane
April 25, 2023
Palm Beach
Job Type
Contact Name (not public)
Alicia Campese


American Humane is seeking an experienced Office Manager at our Palm Beach, Florida office.  American Humane is committed to fostering diversity, equity, and inclusion in the workplace. As we seek to fill this position, we highly encourage applicants from diverse backgrounds to apply.

Founded in 1877 as the country’s first national humane organization, American Humane has been first in promoting the welfare and safety of animals and strengthening the bond between animals and people.  We are first to serve, wherever animals are in need of rescue, shelter, protection or security. Through our innovative leadership initiatives – from our “No Animals Were Harmed®” program in Hollywood to broad-based farm and conservation animal welfare certifications, to rapid response rescue and care across the country – American Humane sets the gold standard as the most visionary and effective animal welfare organization in the nation.

Position summary:  

The Office Manager is responsible for providing high quality administrative support to American Humane’s local Palm Beach headquarters office and sanctuary facility.  While this role reports directly to and supports the Chief of Staff, the Manager will also be providing support for the President & CEO and other office staff as needed.

The primary responsibilities for this position are two-fold: 1) take the lead in pro-actively managing general needs of the office, ensuring the office runs efficiently and is a welcoming environment for guests, and 2) coordinate expense and vendor/contractor management for the executive office and sanctuary property, and any related events/activities as directed.


Office Management:

  • Handle various administrative tasks for the President & CEO, Chief of Staff and other members of the office as needed.
  • Take the lead role in pro-actively coordinating logistics and preparing for meetings held at the office, including donor meetings and board of directors meetings; coordinating with legal, development or other staff as needed.
  • Maintain and manage general office supplies and supply ordering; manage vendor accounts, proactively reviewing periodically to ensure competitive pricing and good service.
  • Maintain office informational materials and swag inventory and manage ordering for the DC Headquarters office and other office locations as needed, coordinating with the Communications team and other staff to ensure updated marketing materials are always in stock and available and purging outdated materials.
  • Serve as first point of contact to greet visitors at the office and help them feel welcomed; maintain a clean and inviting reception area.
  • Screen phone calls thoroughly and with diplomacy for the main line.  Provide preliminary information to internal and external callers as appropriate and direct inquiries and requests to appropriate area/person as needed.
  • Serve as a point of contact between American Humane and office building management for maintenance and security requests or other related matters.
  • In coordination with the IT Department, ensure office equipment, including:  copy machines and video conferencing equipment remain functional and are being well maintained.
  • Assist with general office shipping needs, helping staff and answering questions about which shipping options are best.
  • Coordinate internal and outgoing mail; collect and distribute incoming mail on a daily basis.
  • Prepare and make bank deposits as needed.
  • Participate in American Humane-related activities, events and meetings.
  • Assume responsibility for other areas of general office support as needed.

Expense & Vendor Management:

  • Coordinate requests for vendor/contractor services and invoicing at the office and at American Humane’s sanctuary property.
  • Prepare expense reports and process reimbursement requests and monthly credit card submissions for CEO and Chief of Staff through the accounting system PN3.
  • Coordinate expense submissions for review by Board Chair as needed.
  • Initiate the contract approval process, as needed, on behalf of office executive team members, serving as the main point of contact for questions during the approval process.
  • Serve as liaison with the legal team to manage contracts related to the office and Sanctuary property, ensuring vendors and contractors are delivering products or services as promised, expiration dates are being tracked, and any changes are accounted for.
  • Working with the finance department and events team members, ensure event budgets and P&L sheets are being created, tracked, and managed as needed to ensure strong ROI on organizational events.

Essential experience, knowledge, skills and abilities:

  • Bachelor’s degree preferred.
  • Minimum 5 years successful office coordination/management experience.
  • Bookkeeping experience preferred.
  • Strong organizational skills, including the ability to set priorities, juggle multiple, competing tasks, organize time effectively, conduct research and identify resources for projects.
  • Outstanding interpersonal skills, including the ability to work both in groups and individually to meet goals and to develop strong working relationships with internal staff and external constituents.
  • High degree of motivation and self-discipline with a strong work ethic.  Maintains a conscientious approach to work with the ability to meet tight deadlines, anticipate needs and be proactive in order to resolve issues.
  • Ability to think on one’s feet and adjust quickly to changing priorities.
  • Excellent verbal and written communication skills, including proof reading and editing and strong phone etiquette.
  • Demonstrates sound judgment and discretion in handling confidential and sensitive information.
  • Ability to focus on detail without losing sight of the bigger picture, including monitoring and double-checking work and information for accuracy and quality.
  • Commitment to providing high quality service through responsiveness to all requests and maintaining a professional demeanor at all times.
  • Demonstrated proficiency in the use of software (Windows, Microsoft Word, Excel, PowerPoint, Outlook and Teams) and an ability and high degree of comfort to quickly learn new technologies and systems.
  • Skilled at coordinating complex meetings and projects.

Physical demands and work environment: 

  • Position will be based in the executive Palm Beach headquarters office location with expectation to be in the office 5 days/week, and any regular telework schedule would be based on organizational policy, need and at manager discretion.
  • Must be comfortable with animals, especially dogs, in the office and at events.
  • Minimal travel, particularly to sanctuary property, may be requested.
  • Standard office hours with possibility for occasional overtime or evening/weekend work, expected to be infrequent and minimal.
  • While performing the duties of this position, the employee will be regularly required to:
    • Sit for extended periods, though will also be required to stand, walk, stoop, kneel, crouch or crawl at times;
    • Occasionally lift and/or move 20 pounds or more;
    • Look at and work off of a computer screen for extended periods;
    • Talk, hear and exchange information over the telephone, virtually and in-person.

American Humane’s core values define our workplace, and these values serve as the cornerstone for interactions in advancing our mission and institutional goals. Employees are expected to adhere to all organizational policies and to act as role models, demonstrating American Humane’s core values:

Compassion – Being kind and caring in our interactions with others.

Accountability - Holding ourselves to the highest standards. Following through on commitments and owning our actions, behavior, and decisions.

Respect for All – Being professional, listening to others and honoring diversity in all its forms.

Loyalty to Mission  – Staying focused on our purpose and our mission – our nation’s most vulnerable depend on us.

Sustainability - Contributing to being a great place to work and achieving our shared mission and goals to make a difference, now and in the future.

Honesty, Integrity, Trust – Demonstrating transparency, as trusted stewards of donor resources, supporting our leadership and one another

American Humane (AH) is an Equal Opportunity Employer with a commitment to fostering and growing diversity, equity and inclusion in the workplace and the humane space.

How To Apply

To apply, click here to submit resume and cover letter.