POSITION: Office Manager/Executive Assistant

TYPE: Part-time position (30 hours), Monday – Friday 8:00 am – 2:00 pm

REPORTS TO: Executive Director

Circle Program is currently looking to fill its part-time Office Manager/Executive Assistant position. Circle Program is a small New Hampshire based nonprofit whose mission is to empower, transform, and enrich New Hampshire girls’ lives through camp, community, mentorships, and connections.

Position Description:

Circle Program is seeking a highly organized and proactive part-time Office Manager/Executive Assistant to oversee daily operations and ensure the smooth functioning of its office environment. This position plays a vital role in supporting the daily operations of Circle Program. This position manages financial processes, including daily QuickBooks accounting, invoice management, payroll procedures bi-weekly to the payroll company, and works with Circle Program’s bookkeeper to balance end of month accounts. Additionally, the Office Manager/Executive Assistant provides proactive administrative support to the Executive Director, manages daily office operations and supports human resource functions to ensure the organization runs smoothly and efficiently.

Primary Position Responsibilities

General Office and Program Support Responsibilities: 

• Serve as the first point of contact for visitors, vendors, and callers, ensuring a welcoming and professional presence that reflects Circle Program’s values. 
• Pick up/check for mail daily at the local post office and ensure outgoing mail goes out in a timely fashion.
• Check voicemail daily and respond accordingly.
• Serve as the primary telephone point person, answering and re-directing calls as needed. 
• Oversee inventory and coordinate ordering of office supplies and equipment as needed.
• Research the best prices for vendor services.
• Keep the office calendar updated.
• Help implement and uphold basic office safety and risk management procedures.
• Daily, end of month, and end of year filing and storing of documents. 

Bookkeeping and Accounting Responsibilities:

• Accurately process and enter customer, donors, and vendor transactions in QuickBooks online.
• Pay invoices, record income transactions, and make regular bank deposits. 
• Track income and expenses by class to support clear and accurate financial reporting. 
• Receive, enter, and reconcile credit card transactions.
• Oversee and reconcile cash handling procedures when applicable.
• Maintain and reconcile summer camp petty cash account.
• Monitor and track expenses associated with restricted grants. 
• Support the Executive Director in preparing financial reports for internal and external stakeholders.
• Complete bi-weekly payroll processing.
• Support Circle Program’s bookkeeper in monthly bank and financial reconciliations with attention to accuracy and detail. 
• Work with bookkeeper to update QuickBooks online annually to update Circle Program’s new budget numbers and projects. 
• Maintain the confidentiality of all financial and organizational records for the organization. 

Human Resources Support: 

• Maintain organized, up-to-date, and confidential employee records and documentation including but not limited to, attendance, vacation, sick days, and payroll reporting. 
• Support the hiring and onboarding processes, including managing applications, system onboarding, and new-hire paperwork for year-round, part-time and seasonal staff. 
• Process all background checks for employees and volunteers. 
• Coordinate with benefit providers to support employee enrollments, changes, and communications. 
• Remain current with Department of Labor Laws and expectations.

Organizational Support:

• Attend Board meetings to take minutes and maintain a system with the Board Secretary for secure/confidential filing and distribution of signed minutes. 
• Assist, as requested, in preparation and distribution of Board meeting materials.
• Secure meeting locations as needed. 
• Support special projects, programs, events and initiatives that advance Circle Program’s mission and vision. 
• Contribute to a positive, inclusive, and mission-aligned workplace culture. 
• Must be able to lift and carry objects weighing up to 50 pounds on occasion. 
• All other duties as assigned by the Executive Director. 

Qualifications and Skills:

• Proficient in Google Suite Applications (Docs, Sheets, Drive) and Microsoft Office Suite. 
• Proficient in QuickBooks Pro online. 
• Proficient in technology such as computers and cell phones. 
• Strong customer service skills with a focus on clear communication strategies. 
• Excellent organizational skills with attention to detail in data entry and filing tasks. 
• Ability to manage multiple priorities effectively. 
• Strong verbal and written communication skills for effective interaction with team members, donors, volunteers, and community members. 

Equal Employment Opportunity Statement:

The Circle Program is an Equal Opportunity Employer. All qualified applicants will receive 

consideration for employment without regard to race, color, religion, sex, sexual 

orientation, gender identity, national origin, disability, or veteran status.

Education and Experience: 

• A bachelor’s degree in business administration, accounting, nonprofit management, or related field is preferred. 
• Minimum of two years of professional experience managing financial processes and office operations in a nonprofit, small business, or mission-driven environment. 

Physical Requirements:

• Ability to sit, stand, bend, and stoop throughout the workday. 

• Ability to lift 25 – 50 pounds as needed. 

Work Schedule & Location:

• This is a part-time, hourly position (30 hours a week), Monday – Friday, with a pay range of $20 - $25 per hour, commensurate with experience and qualifications. 
• Circle Program Office located in Plymouth, NH
• Willingness to travel to Circle Program’s camp property, Groton, NH when needed during their summer camp program 

Benefits:

• Paid holidays (follows the Federal holiday schedule)

• Paid time off (Vacation and sick time)

How to apply: 

Please email a letter of interest and resume to Beth Dever, Executive Director at 

[email protected]

Applications will be reviewed on a rolling basis until the position is filled.