Office Manager & Board Liaison

ABOUT THE POSITION

CEC is seeking an Office Manager & Board Liaison to oversee CEC’s day-to-day administrative operations and coordinate the use of the space by tenants and other organizations for their meetings and events. The position works closely with CEC’s Executive Director, finance staff, and contracted vendors, and serves as the primary on-site point of contact for tenants, clients, and the public. In addition to supporting CEC’s day-to-day administrative operations, the Office Manager & Board Liaison is responsible for helping build and maintain a welcoming, well-functioning shared space. This is a hands-on, onsite role requiring strong organizational skills, comfort with a wide range of responsibilities, and a genuine interest in building and maintaining a welcoming, well-functioning shared space.

KEY RESPONSIBILITIES

CEC Office Management (40% of time)

• Provide administrative support to ensure the smooth and efficient operations of CEC’s office
• Serve as the primary liaison to the Board of Directors, Board committees, and the President’s Council, ensuring effective communication and coordination
• Manage Board governance activities, including preparing meeting agendas, board packets, supporting materials, and drafting and finalizing meeting minutes for Board and designated committee meetings
• Schedule, attend, and contribute to the execution of staff meetings, annual staff retreats, and occasional special events
• Provide occasional front desk support and monitor CEC’s main phone line and email, including responding to general inquiries

Public Venue & Tenant Management (40% of time)

• Proactively identify, cultivate, and steward relationships with organizations and groups that use CEC’s Environmental Hub for their external meetings, and events and office space
• Collaborate with CEC’s marketing team to promote Hub availability and drive increased utilization of the space, including tenant recruitment
• Serve as the primary staff contact for Hub users, including intake, scheduling, facility tours, managing day-to-day needs and resolving issues in a timely manner
• Enforce Hub policies and procedures related to events, permitted uses, and facility care
• Maintain standardized documentation for reservations, contracts, invoices, MOUs, and special usage agreements
• Maintain and communicate the Hub master schedule, including events, meetings, maintenance windows, and closures
• Build and manage an event support team of contractors and volunteers to provide consistent facility readiness – including AV support and event production
• Manage tenant onboarding, including facility orientation, access setup, and guidance on shared space policies, and ensure tenant compliance with leases, Hub policies, and insurance requirements
• Coordinate invoicing and billing workflows for events and tenant rent payments in partnership with the finance team

Facility Operations (20% of time)

• Provide day-to-day operational oversight of the Hub, coordinating with contracted facility management, the building owner, and property management company to ensure lease compliance and sound building stewardship.
• Oversee regular facility vendors and contractors, including cleaning, event support, and monitoring services
• Manage janitorial, maintenance, repairs, and improvement projects, including urgent issues, vendor coordination, and follow-through to completion
• Develop and manage the Hub operating budget and business plan, including cost control and identification of operational and financial risks
• Serve as the primary on-site contact for safety and security matters, including documenting concerns and workplace violence incidents, monitoring for emerging risks, and coordinating timely communication and escalation with HR and leadership.