Answer phones, return messages for all clients and Manifest Creative
Monitor and manage client e-mail inboxes, reply to incoming e-mails; keep Account Management Team apprised of priorities and key actions / outcomes
Handle calendaring/scheduling functions for Manifest Creative team and clients
Create Basecamp to-do lists for various client projects
Serve as purchasing manager for supplies as needed, including office equipment and supplies for Manifest Creative and clients, including stationery, badges, awards, office supplies, etc.
Maintain Manifest Creative and client files and records—electronic and paper; improve and maintain efficiencies, including trips to HQ and storage unit to file away documents or retrieve items
Provide support with onboarding new clients
Organize and manage database(s) and lists for Manifest Creative and clients
Interface with vendors and suppliers for office and client services
Run errands, pick up mail at post office box, make bank deposits, etc.
Maintain cumulative time sheet data for team
Manage and maintain client data, run reports (current and historical) as requested
Support Account Management Team with board/client communications, meeting preparation, sending meeting notices / invites and carrying out action items as needed
Provide support with preparation and sending out of email and snail-mail communications
Provide support to Account Management Team on other account tasks and actions as requested / needed
Maintain and manage client storage units, in collaboration with account team
Provide on-site support as needed at client events
Provide Executive Assistant support to CEO and COO (and other team members as needed), including maintaining calendars, travel arrangements, expense records, etc.
Provide support to COO and CPA team on financial tasks, such as deposits, printing checks, pulling reports, etc.
Provide support to Account Management Team in gathering documents and materials required by CPA in preparing client’s 990 report
Other duties as assigned
LOCATION: Hybrid position with minimum of one day per week work in-person at our office in Sugar Land; remainder of the time is remote/virtual. Ideal candidates located in Houston/Sugar Land area
Skills, Knowledge and Experience
Team player with positive attitude, great people skills and is resourceful
Superior ability to prioritize and manage time effectively
Can multi-task effectively
Consistently meets deadlines
Agile mentally
Able to shift gears quickly
Keep focus on task at hand—self-disciplined
Computer literate
Knowledge and competency in multiple office applications, including but not limited to:
Word processing, such as Microsoft Word
Spread sheet creation and management, such as Microsoft Excel
Power Point and creation of slide-show materials
Outlook: email, calendar functions
Google products, such as G-Mail, Google Docs, G-Suite, Google Drive
Familiarity and experience with Zoom, other virtual event platforms, DropBox (file sharing / storage), Basecamp (project management), GrowthZone, and database management software a plus
Ability to create and maintain records/file systems in an organized fashion that allows easy access and retrieval
Extremely organized, detail-oriented and precise; ability to demonstrate the use of these skills in previous positions
Exceptional listening skills; can follow verbal directions with minimal support and deliver accurate product / outcome
Flexible and adaptable to continuously changing circumstances
Able to perform under tight deadlines and keep multiple balls in the air
Stays calm in the midst of chaos
Switches quickly from one task to another; ability to track tasks (completed and outstanding)
A self-starter who can work independently and with minimal supervision
Strong writing skills, able to write in a clear, concise, orderly and logical manner
Superior verbal communication skills and proof-reading skills which can be demonstrated by example
Strong telephone skills including being patient, tactful, quick on his/her feet, ability to resolve issues quickly and move on quickly, ability to reassure others they have been heard and problems will get resolved
Ability to communicate with wide range of people, from general public to C-suite-level clients and everyone in between
Communicates in a professional, tactful and persuasive manner
Ability to take personal initiative, offering help to others on the team without having to be asked
Shows enthusiasm and motivation and passion for the job, eager to learn clients’ businesses and can answer basic questions independently
Problem solving mind-set: Figure It Out (FIO)
Uses common sense as regular gauge for decisions
Mature and professional
Can-do attitude, honest, responsible, dedicated, enthusiastic, eager to learn
Work experience related to non-profits preferred; prior administrative experience preferred
Who we are: Manifest Creative is a dynamic and rewarding company to work for. As a part of our team, you’ll find we strongly believe that free flowing collaboration and communication produce the best possible work environment for our team and ensure the best results for our clients. We’ve found that sticking to that fosters a strong and harmonious team, and that makes all the difference. We lead with courtesy in every interaction – from phone calls, email, Zoom, in-person and everything in between – always. We walk in smiling and leave you smiling. That’s contagious, and that’s how we do business.
What we’re not: divisive, secretive, possessive, proprietary, negative, dramatic.
Our work: Manifest Creative is a Houston-based association management firm specializing in providing the day-to-day operations and administration of non-profits and professional membership organizations. Client services include managing membership, websites, finances, communications/marketing, organizing luncheons, conferences and events; producing virtual events; expertly meeting deadlines, directing projects and getting results, all of which ultimately frees up organizational leadership to focus on their big picture objectives. For more information, visit www.manifest-creative.com.
