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-manageme…