Office Manager - HALO USA

Job Title: Office Manager

Location: HALO USA Office - Washington DC

Salary: $41,000 – $52,000 per annum, depending on experience

Contract: Full-Time, Permanent

Reporting to: Finance & Administration Manager

Closing Date: 8th January 2024

About the role:

The Halo Trust (USA) are looking to hire an experienced Office Manager for our Washington DC office. The successful candidate will support the work of The HALO USA team by ensuring the office operates smoothly and efficiently.

This is a fantastic opportunity to join a world-renowned humanitarian organization, and to be part of a team that saves lives every single day.

About Us:

The HALO Trust (USA) is a non-profit 501(c)(3) organization specializing in the removal of landmines and other explosive remnants of war. With programs in 30 countries and territories we employ over 12,500 staff, most of whom are local employees. Our primary duty is to serve people affected by conflict, clearing explosives that threaten lives and livelihoods long after fighting has finished. We make land safe where war has ended, while also assisting those affected by active conflict and endemic violence creating more durable solutions to support stability.

HALO’s Washington, D.C. office works with government partners, international agencies, foundations, and private donors to increase awareness of the impact of landmines and explosive remnants of war on post-conflict communities, and to raise funds to support HALO’s teams working overseas.

Job Responsibilities:

• Ensure the smooth running of the office, helping to improve company procedures and day-to-day operations.
• Organize meetings, events & catering – take charge of organizing all internal meetings, including hotel room and dinner arrangements, as well as taking minutes when needed.
• Answer telephone calls and emails from customers and clients, directing queries to the relevant staff.
• Monitor office supplies and order new stationery, furniture, appliances and electronics as required.
• Organize maintenance companies to keep the office clean and safe, ensuring all appliances are in good working order.
• Report office progress to senior management, working with them to improve operations and procedures.
• Admin support for all departments, including donor mailing, office calendar maintenance and monitoring the HALO email inbox.
• Receive incoming mail and packages and distribute accordingly.
• Partner with HR to update and maintain office policies as necessary.
• Address employee queries regarding office management issues (e.g. stationery, hardware and travel arrangements).
• Help plan in-house or off-site activities such as parties, celebrations, and conferences.
• Meet and greet all visitors, always providing appropriate hospitality.
• Handle arrangements for the HALO Annual Meeting (ACB), ensuring all senior management are informed of travel, visas, venue, catering and accommodation details.
• Create and maintain a list of office equipment, to include laptops, printers, check readers, etc.
• Occasional ad hoc requirements to support HALO Trust USA staff.
• Maintain HALO’s Values and Standards at all times.

Essential requirements:

• Experience in on-site office administration, ideally as an administrative or an office assistant.
• Strong leadership ability.
• Exceptional written and verbal communication skills.
• Excellent organizational skills, with the ability to multitask when needed.
• Adaptability, taking on new tasks quickly and effortlessly.
• The ability to work autonomously and proactively, needing minimal supervision.
• Flexible, with a first-rate work ethic and a consistent attention to detail.
• Strong interpersonal skills.
• A creative mind with the confidence to suggest changes and improvements.
• Experience working with sensitive information to ensure proper handling and distribution.
• Hands on experience with office technology (fax machines, printers etc.)

Desirable:

• A bachelor’s degree or equivalent.
• 1-3 years’ experience as either a Front Office Manager or an Office Administrator would be advantageous.
• Knowledge of using Teams for virtual meetings.

• Vacation Time: 25 days (5 weeks) paid vacation (PTO) accrued at 16.667 hours per month.
• Sick Leave: 5 days (1 week) paid Sick-Leave. Sick Leave cannot be ‘carried over’ to the next year.
• Holidays: HALO USA observes all USA Federal holidays.
• Savings Plan: A 401(k) retirement savings plan is offered to our employees, but managed entirely through our Payroll provider, Insperity. HALO USA will ‘match’ up to 5% of an employee’s contributed monthly savings to their 401(k) account.
• Health Insurance: Health Insurance benefits are offered to employees through HALO’s payroll provider, Insperity. HALO pays a portion of the employee’s monthly health insurance premium. (Applies only to employees that choose to partake in the health insurance plan)
• Dental Insurance: Dental Insurance benefits are offered to employees through HALO’s payroll provider, Insperity. HALO pays a portion of the employee’s monthly dental insurance premium. (Applies only to employees that choose to partake in the dental insurance plan)

Please submit a CV (no more than 2 pages) and a cover letter (no more than 1 page) outlining how your experience matches the key skills and competencies required by 8th January 2024.

We reserve the right to amend the closing date depending on the number of applications received.

The HALO Trust is an Equal Opportunity Employer and does not discriminate against any applicant for employment because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex, or sexual orientation. The HALO Trust is committed to a culture that is both diverse and inclusive and we seek to recruit, develop, and retain the most talented people from a diverse candidate pool.

The HALO Trust is committed to ensuring that it provides a safe and trusted environment which safeguards and promotes the welfare and wellbeing of anyone who comes into contact with, or is part of, the Charity, with a zero-tolerance approach to behaviours which challenge this.