Office Manager & Executive Assistant to CEO (Full-Time | Nonprofit Operations)

About MY Project USA

MY Project USA is a nonprofit organization serving youth, families, and communities across Central Ohio through mentorship, education, violence prevention, food access, workforce development, and community support programs.

About the job

MY Project USA seeks professionals from diverse backgrounds, with a particular interest in those whose experiences match those of the people we serve in Columbus, Ohio, and surrounding communities.

MYPUSA is an Equal Opportunity Employer, drug-free workplace, and complies with ADA regulations as applicable.

We are seeking a highly organized, dependable, and professional Office Manager & Executive Assistant to CEO to support daily administrative operations, executive coordination, financial organization, and office management.

This is a key leadership support role ideal for someone experienced in office administration, executive support, operations, vendor coordination, scheduling, recordkeeping, and financial tracking within a fast-paced and mission-driven environment.

Position Summary

The Office Manager & Executive Assistant to CEO will oversee day-to-day office coordination while supporting executive leadership with scheduling, communication, administrative follow-up, vendor management, documentation, payment tracking, and operational organization.

This role serves as a central point of coordination between leadership, staff, vendors, accounting personnel, partners, and community stakeholders.

The ideal candidate is professional, detail-oriented, technologically capable, financially organized, and able to manage multiple responsibilities independently.

Key Responsibilities: Office Management & Administration

• Serve as the primary front office contact for visitors, clients, staff, partners, and stakeholders
• Maintain organized filing systems, vendor files, invoices, records, and administrative documentation
• Support office operations and maintain a professional, efficient work environment
• Prepare forms, reports, correspondence, and internal documents
• Assist with records requested by management, accountants, or auditors
• Maintain confidentiality of organizational, financial, and personnel information

Executive Assistant Support to CEO

• Manage scheduling, meetings, appointments, reminders, and executive calendar coordination
• Support CEO email management and communication follow-up
• Assist with correspondence, calls, and executive communication tasks
• Track and follow up on projects, deadlines, and operational priorities
• Organize executive files, records, and administrative documentation
• Support leadership with administrative and operational coordination

Financial & Vendor Coordination

• Assist with petty cash tracking and financial recordkeeping
• Organize invoices, receipts, payments, and expense documentation
• Coordinate bill payments and vendor follow-up as directed by leadership
• Communicate with vendors, contractors, service providers, and suppliers
• Assist with payment collection, payment processing, and expense tracking
• Coordinate with management and accounting teams regarding financial records and documentation

Café Operations Financial Support

• Support café-related cash handling and financial organization
• Maintain records for café collections and transactions
• Coordinate reporting related to café finances with management and accounting staff
• Assist with administrative support tied to café operations

Communication & Administrative Coordination

• Send emails, texts, calls, and organizational communication as needed
• Communicate professionally with staff, vendors, families, partners, and community members
• Support internal office coordination and administrative communication
• Assist program directors and leadership teams with administrative support

Data & Organizational Support

• Create and maintain spreadsheets, databases, and tracking systems
• Support data entry and administrative recordkeeping
• Organize operational files and documentation
• Support meetings, projects, and events as needed
• Provide general office and operational support

QualificationsMinimum Qualifications

• Bachelor’s degree preferred OR equivalent administrative/professional experience
• Previous experience in office management, executive assistance, administration, bookkeeping support, or related fields preferred

Required Skills

• Strong organizational and time-management skills
• Excellent written and verbal communication
• Ability to multitask and manage competing priorities
• Professional and respectful interpersonal communication
• Strong computer and technology skills
• Experience with spreadsheets, email systems, document management, and digital office tools
• Familiarity with online payment systems and administrative platforms
• Basic financial coordination and recordkeeping abilities
• Ability to maintain confidentiality and professionalism
• Strong attention to detail, accountability, and follow-through
• Ability to work independently and within a team environment
• Ability to use modern office software and AI tools to improve productivity

Preferred Qualifications

• Experience in nonprofit, education, community, operations, or administrative environments
• Experience with bookkeeping coordination, vendor management, invoices, or financial tracking
• Familiarity with QuickBooks, accountants, or payment systems
• Bilingual communication skills are a plus

Work Schedule

Full-Time | In-Person Tuesday – Saturday 10:00 AM – 6:00 PM

Additional hours may occasionally be required for:

• Organizational events
• Meetings
• Operational needs
• Leadership priorities

Schedules may be adjusted with prior notice based on organizational needs.

Work Environment

This is a full-time in-person office-based role with regular interaction across:

• Executive leadership
• Staff and program teams
• Vendors and service providers
• Accountants and financial personnel
• Families and community stakeholders

Candidates should be comfortable working in a fast-paced nonprofit setting while maintaining professionalism, organization, and discretion.

Why Join MY Project USA?

At MY Project USA, strong operations support directly strengthens our ability to serve youth, families, and communities.

This role is essential to helping leadership stay organized, operations run smoothly, and programs remain impactful.

Application Requirements

Interested candidates should submit:

• Resume
• At least 2 professional references
• Brief cover letter or statement of interest (optional but encouraged)

Submit Applications To: [hr@myprojectusa.org]

Apply TodayJoin MY Project USA and help support mission-driven leadership, operations, and community impact.

PRIMARY RESPONSIBILITIES

• Help maintain a comprehensive exposure plan that provides resources and motivates program participants to fulfill commitments to progress through their pathway to higher education
• Provide all participants with resources to help alleviate financial barriers in pursuing the higher education pathway.
• Drive engagement by providing consistent hands-on mentoring support, connecting to robust and meaningful resources
• Manage relationships with local education organizations to maintain opportunities for participants and partnerships
• Provide regular reports to track and assess efforts to improve outcomes and accomplishments of participants through the collection of qualitative and quantitative data on participant progress
• Foster strong relationships and effective communication with participants, staff, and MYP leadership
• Use innovative approaches such as video, social media and blogging to document participant experiences that promote our quality programming, participant experience and pathway completion
• Enforce all program policies and procedures to ensure safety the of participants and staff, and compliance with government agencies
• Ensure all programmatic aspects adhere to organizational and site mission and values
• Perform other duties as assigned
• Reports to Deputy Executive Director

PRIOR EXPERIENCE & COMPETENCE

• Experience working with educational professionals
• Comfortable working in a fast-paced environment with shifting priorities
• Experience of and sensitivity to issues prevalent in refugee and immigrant communities as well as underserved communities of color
• Experience with building and sustaining high-quality teams
• Savvy with various technological platforms and able to learn and adapt to new software
• Ability to utilize social media and other communication platforms as resources for program promotion and recruitment
• Child behavior management and class management
• Engaging students in meaningful learning experiences

PERSONAL SKILLS

• Must possess strong, high-quality leadership and organizational skills
• Excellent communication skills, both oral and written, detailed orientated
• Ability to gather data, compile information and prepare reports, analyze data
• Consistent passion & drive for leadership and youth engagement

EDUCATION

• A Bachelor’s degree
• 2+ Years of experience managing programs, preferably with youth

WORK DEMANDS

• This position is a part-time / flexible working arrangements will also be considered for the right candidate
• Must be able to work flexible hours based on the needs of the program, including but not limited to night and weekends
• Ability to perform physical activity that may be required during an in-person training or team building setting

Job Type: Part-time

Pay: $45,000.00 - $52,000.00 per year

People with a criminal record are encouraged to apply

Education:

• Bachelor's (Required)

Work Location: In person