Office Manager

1. Executive Support to the CEO

• Provide high-level administrative support to the CEO, including managing calendars, scheduling 
meetings, coordinating travel arrangements, and preparing itineraries.
• Screen, prioritize, and respond to CEO correspondence including emails, phone calls, and 
written communications on behalf of the CEO as directed.
• Prepare agendas, materials, and meeting notes for CEO-led meetings, including Board of 
Directors meetings, leadership team meetings, and external stakeholder engagements.
• Track CEO action items, deadlines, and follow-ups, proactively flagging priorities and ensuring 
timely completion.
• Assist the CEO with special projects, research, and presentation preparation as needed.
• Maintain strict confidentiality in handling sensitive organizational, personnel, and donor 
information.

2. Records Management & Document Organization

• Order, organize, and maintain detailed organizational documents and records, ensuring all files 
are accurate, current, and easily retrievable.
• Establish and manage a systematic filing system for both physical and electronic documents, 
including contracts, grant agreements, personnel records, board documents, and program files.
• Ensure document retention practices comply with organizational policies, grant requirements, 
and applicable state and federal regulations.
• Maintain and update organizational databases, contact lists, and internal tracking systems on a 
regular basis.
• Coordinate with the Financial Director and CEO to ensure financial and programmatic records 
are properly filed and audit-ready.

3. Office Operations & Supply Management

• Oversee day-to-day office operations to ensure a welcoming, organized, and functional work 
environment for staff, clients, and visitors.
• Order and maintain adequate inventory of office supplies, equipment, and materials; manage 
vendor relationships and compare pricing to ensure cost-effectiveness.
• Coordinate office equipment maintenance, repairs, and technology support requests in a timely 
manner.
• Manage incoming and outgoing mail, deliveries, and courier services.
• Serve as the primary point of contact for building management, cleaning services, and other 
facility-related vendors.

4. Communications & Scheduling Coordination

• Coordinate organization-wide scheduling, including staff meetings, board meetings, community 
events, and external appointments.
• Support the CEO and leadership team with external communications to funders, partners, and 
community stakeholders as directed.
• Maintain the organizational calendar and ensure all staff are informed of upcoming deadlines, 
events, and meetings.

5. Administrative & Program Support

• Provide administrative support to program directors and staff as needed, including preparing 
reports, formatting documents, and coordinating logistics for events and trainings.
• Assist with onboarding logistics for new staff, including preparing workspaces, coordinating 
equipment, and distributing organizational materials.
• Support grant administration by assisting with document compilation, formatting, and 
submission logistics.
• Coordinate logistics for organizational events, community outreach activities, and staff 
functions.
• Participate in staff meetings and contribute to a positive, collaborative organizational culture.
• Perform other duties as assigned by the CEO in support of organizational operations and 
mission.

• Associate’s or Bachelor’s degree in Business Administration, Office Management, 
Communications, or a related field preferred; equivalent experience will be considered.
• Minimum 3–5 years of professional experience; experience in office management, executive 
assistance, or a related administrative role, preferred.
• Exceptional organizational skills with a strong attention to detail and the ability to manage 
multiple priorities simultaneously.
• Demonstrated experience managing records, filing systems, and document organization in 
compliance with organizational and regulatory standards.
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and familiarity with 
cloud-based document management platforms (e.g., OneDrive, SharePoint).
• Strong written and verbal communication skills, including professional correspondence and 
proofreading ability.
• Ability to handle sensitive and confidential information with discretion and integrity.
• Self-motivated and proactive, with the ability to anticipate needs and work independently with 
minimal supervision.
• Bilingual or multilingual skills in South Asian languages are a plus.

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Salary Range: $22 – $28 annually, commensurate with skills and experience.

Founded in 2004, SEWA-AIFW is a nonprofit dedicated to enhancing “Total Family 
Wellness.” The organization serves individuals from South Asian countries, the Indo-Caribbean diaspora, and newly arrived Afghan evacuees.

Mission: To promote total family wellness for South Asian families in Minnesota.

Services: SEWA-AIFW offers a range of services, including:

• Health Initiatives: Free clinics, chronic disease management, mental health support, and 
nutritional consultations.
• Women’s Programs: Domestic violence prevention, support groups, legal aid, and monthly 
curated socials.
• LGBTQ+ Support: Advocacy, pride events, and peer support.
• Men’s Programs: Monthly curated sessions addressing social issues in the community.
• Youth Programs: Activities, podcasts, and the Brown Breakfast Club.
• Senior Support: SNAP, in-home care, and social engagement.
• Economic Development: Job placement and career support, small business development.
• New Americans Programs: Translation services, legal and medical support, digital literacy, and 
financial aid.
• Civic Engagement & Research: Addressing public issues, government relations, and research on adverse childhood experiences (ACEs).

SEWA-AIFW strives to build a healthier, more connected South Asian community.

Please send your resume and cover letter to info@sewa-aifw.org. Applications will be reviewed on a rolling basis.

**This position is contingent on availability of grant funding. **