Office Manager

Mississippi VotesJackson, MS, US

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Job Description

Salary : $50,000

Office Manager

Full Time

At-Will Employment

As Soon As Possible

About Us

Mississippi Votes (MSV) is a 501(c)(3) nonprofit civic engagement organization led by young people and grounded in intergenerational synergy. Through voter education, grassroots organizing, policy advocacy, and leadership development, we work to build a transformative culture of civic engagement across Mississippi.

Mississippi Votes Action Fund (MSVAF) is our 501(c)(4) sibling organization. MSVAF deepens our impact through issue advocacy, voter mobilization, and campaign strategies that expand democratic access and protect voting rights.

Together, MSV and MSVAF empower young Mississippians, protect the integrity of elections, and build long-term civic infrastructure for inclusive democracy in Mississippi.

Overview :

Mississippi Votes is seeking a dedicated and highly organized Office Manager to lead the day-to-day administrative operations of our offices. Reporting to the Deputy Director of Operations & Finance and collaborating closely with the Operations Assistant & Executive Assistant to the Executive Director, the Office Manager drives efficient scheduling and office systems, manages supplies and vendors, oversees facility maintenance, and champions a productive, welcoming environment for staff and partners.

Key Responsibilities :

Office Administration :

Manage office schedules and calendars including : coordinating events, meetings, and deadlines across departments and with external partners.

Oversee and maintain office supplies inventory and place orders as needed for all MS Votes office locations.

Ensure the offices are stocked with necessary materials (i.e. paper, notepads, printer toner, markers, pens and other essential items)

Coordinate office equipment maintenance and repairs as needed.

Manage communication systems (phone, internet) and troubleshoot any related issues.

Facilities Management :

Ensure the office environment remains clean, safe, and organized.

Serve as the primary point of contact for office leases, maintenance, and vendor relationships.

Oversee shipping, receiving, and mail distribution.

Technology & Systems Support

Serve as point of contact for IT vendors; oversee equipment inventory, software licenses, and password management systems (e.g.,Fuse.cloud LastPass).

Coordinate with Communications and Program staff to ensure smooth integration of office and virtual meeting technology.

Staff Support :

Coordinate office-related travel arrangements, meetings, and retreats for staff.

Assist in onboarding new staff members, ensuring they have the necessary tools and resources.

Support internal communication by ensuring staff have access to essential office resources and meeting spaces.

Events & Meetings Support

Provide logistical support for statewide staff retreats, board meetings, and large convenings (e.g. scheduling, catering, room set up)

Manage RSVP lists and assist with onsite setup and breakdown

Human Resources & Onboarding Support

Maintain onboarding checklists, create staff welcome packets, and coordinate workspace set-up.

Maintain confidentiality in handling personnel files and HR Related information

Qualifications :

Proven experience as an Office Manager, Administrative Assistant, or similar role.

Exceptional organizational and time management skills with a strong attention to detail.

Proficient in Microsoft Office Suite (Word, Excel, Outlook) and familiarity with calendar management software.

Light physical abilities such as lifting and carrying boxes approx. 20lbs, moving light office furniture, etc.

Drivers license and updated driving insurance

Ability to manage multiple priorities and work under tight deadlines.

Strong written and verbal communication skills.

Ability to work independently and take initiative.

A commitment to the mission and values of Mississippi Votes.

Preferred Skills :

Experience managing a team or office within a nonprofit environment.

Familiarity with office equipment, facilities management, and vendor relations.

Understanding of budgeting and office financial oversight.

Need to Have

Exceptional organizational and project management abilities, and ideally experience with Asana.

Strong written and verbal communication skills for a wide variety of stakeholders, including but not limited to : staff, board members, and partners.

Demonstrated ability to build and maintain strategic partnerships.

Ability to manage multiple projects

Position Details :

Annual Salary : $50,000

MS Votes offers a competitive benefits package covering 50% of employee medical, dental, and vision insurance premiums, and 100% of mental healthcare costs.

Monthly Allowance : up to $80 / monthly (Cell)

Location : Jackson, MS

Reports To :

Deputy Director of Operations & Finance

How to Apply :

Apply on our Careers page at https : / / msvotes.bamboohr.com / careers

Mississippi Votes is an equal opportunity / affirmative action employer. All qualified persons are encouraged to apply regardless of race, color, creed, ethnicity, national origin, ancestry, age, height, weight, sex, gender identity, sexual orientation, disability, marital or domestic partner status, or religious affiliation.

Young people, People of Color, Women, and LGBTQ+ folx are strongly encouraged to apply.

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