OFFICE ADMINISTRATOR

Dress for Success Indianapolis (DFSI) is a non-profit agency providing professional clothing, confidence boosts, and career development to women striving for self-sufficiency. The Office Administrator is responsible for supporting the administrative needs of the Executive Director and Senior Director of Operations and Impact, ensuring the seamless execution of day-to-day operations. This position requires professionalism, discretion, and the ability to manage multiple priorities in a dynamic and mission-driven environment.

EXECUTIVE ADMINISTRATIVE SUPPORT

• Provide comprehensive administrative support to the Executive Director and Senior Director of Operations and Impact, including managing calendars, scheduling appointments, and coordinating travel arrangements.
• Draft and prepare formal acknowledgment letters for financial campaigns and donations.
• Complete intake, logistics, and administrative tasks for volunteer orientation sessions.
• Conduct and document minutes for DFSI monthly meetings.
• Maintain an organized, clean, and professional front office space, ensuring regular restocking and tidiness.
• Oversee the inventory of office and program supplies, restocking and managing the supply room as needed.
• Arrange logistics for office meetings, including AV setup, food and beverage arrangements, and table/chair configurations.
• Serve as the point of contact for building maintenance issues and technology support requests.
• Assist with the logistics and administration of major DFSI events.
• Take initiative to improve and streamline office processes.
• Represent DFSI positively and professionally in all interactions.
• Perform additional tasks as assigned.

PROGRAMMING RELATIONS

• Connect with self-referral clients and referring agency partners to schedule client appointments and, if necessary, complete the intake process. Schedule Style for Success appointments as they occur via phone, email, or staff request.
• Enter accurate data regarding clients scheduled, served and outcomes of those visits to aide with Dress for Success
  Worldwide annual reporting.
• Answer phone with continual updates of Dress for Success, phone answering, voicemail and messaging and ensuring all phone tree messaging is accurate and reflective of office hours.
• Act as the first point of contact for clients, volunteers, and partners, providing excellent customer service and information about DFSI programs.
• Assist with client data analysis via tracking data, Salesforce reports, or additional tools as needed and requested.
• Act in a public relational manner by speaking accurately about Dress for Success Indianapolis programming to potential clients, referring partners and or volunteers.
• Provide referral agencies, clients, and members with accurate, reliable, and valid programming information with the specific responsibility to hand off partners, clients, and or members to the appropriate programming staff.
• Make daily calls to confirm Style for Success appointments (confirming calls should be conducted a day prior to the appointment and or the morning of – at the latest).
• Maintain upkeep of front office, conference room area, and supply room with weekly clean and restock of items to provide a clean, friendly, and inviting type of atmosphere (seating, technology – i.e., kiosk, music, food, and water).

FINANCIAL ADMINISTRATION

• Provide a high level of service to all constituencies by answering the phone, answering basic program and donation-related questions, and directing calls daily.
• Prepare and submit weekly cash/check deposits in a timely and accurate manner.
• Prepare donor acknowledgment letters and maintain physical donation records.
• Serve as the contact for all building maintenance issues and technology ticket requests.
• Partner with the Executive Director on maintaining accurate Board Member data and information as well as annual pledges and issuance of balances.
• Ordering and maintaining office supplies (i.e., printing paper, cups, and utensils, and staffing needs).
• Efficient Salesforce Administration:
  • Programming access to staff members
  • Create report types
  • Keep the data updated and clean
  • Participate in Salesforce training

STEPPING OUT IN STYLE AND OTHER FUNDRAISING EVENTS

• Prepare payment invoices and balances both for sponsors & private donors.
• Partner with the Executive Director to maintain accurate sponsorship records in Salesforce.
• Submit reporting information to the Executive Director and or Senior Director of Operations & Impact, as requested.
• Prepare registration for all events and check in all guests. (Three annual events.)
• Process all post-event financial transactions and create donor acknowledgement letters.

ONGOING TASKS

• Be a positive and enthusiastic representative of and advocator for Dress for Success Indianapolis.
• Project a professional and positive personal image.
• Perform additional tasks as requested.
• Take initiative on ways to improve/streamline processes.
• Ensure the highest level of customer service is provided to all volunteers, donors, and clients.
• Attend bimonthly board meetings and assist the Executive Director with hybrid technology.

MINIMUM QUALIFICATIONS

• Customer service driven, with administrative experience and a proactive approach
• Professional demeanor and appearance
• High organization and prioritization skills; multitasker
• Self–starter and motivated
• Exceptional written and verbal communication skills.
• Ability to work effectively with diverse groups of people.
• Technologically savvy with keen attention to detail.
•  Welcoming personality in-person and on the telephone
• Strong written and verbal skills
• Ability to work with diverse groups of people
• HIGH LEVEL OF PASSION AND COMMITMENT TO THE DRESS FOR SUCCESS MISSION

PREFERRED QUALIFICATIONS

• Minimum of 3-5 years of administrative experience supporting executives; non-profit experience preferred.
• Proficient in Microsoft Word, Excel, Outlook, and fundraising software (Salesforce preferred)
• Associate degree or higher preferred

CLASSIFICATION & HOURS

• Full-time, salaried, non-exempt position
• Primarily Monday-Friday, 9:00AM – 5:00PM; schedule may vary according to the needs of clients, volunteers, and job responsibilities

WAGE & BENEFITS

• 403b plan (immediately available for employee contributions; employer contributions after one year)
• Dress for Success Indianapolis is committed to providing ADA accommodations and a supportive workplace environment.
• Health insurance
• Paid sick, vacation, and personal leave (not including an additional two weeks of vacation due to office closing one week during Christmas holiday and one week during the New Year’s holiday)
• Free parking

Work is 100% at the Dress For Success Boutique & Career Center

To apply please send cover letter and resume to Debby Routt at deborahkroutt@gmail.com.