Remote Office Manager

The mission of Maternal Mental Health NOW is to remove barriers to the prevention, screening and treatment of prenatal and postpartum depression in Los Angeles County. Founded in 2007, Maternal Mental Health NOW is a coalition composed of over 35 public and private non-profit agencies as well community leaders, research partners and advocates for mothers, infants, and families. It also includes grassroots participation by survivors of maternal depression and affected family members.

Through its programs and initiatives, Maternal Mental Health NOW aims to:

• Raise public awareness of the disorder so that women who are suffering are not ashamed or embarrassed to seek help;
• Increase perinatal depression screening and referral rates among community and health care providers; and
• Advocate for legislation that supports the identification and treatment of perinatal depression.

Financial Operations

• Serve as primary liaison with external accounting firm and provide necessary documentation/coding
• Process bi-weekly payroll using virtual payroll system Gusto
• Manage accounts payable, including invoice processing and reimbursement requests
• Generate and distribute invoices to clients and funders
• Create grant budgets and financial reports
• Support annual audit process
• Oversee administration of the Black Birthworkers Enrichment Fund
• Contribute to annual budgeting and revenue projection processes

Human Resources Management

• Coordinate recruitment activities including job postings, interview scheduling, and reference checks using digital platforms
• Research and negotiate employee benefits packages annually
• Manage open enrollment processes and employee communications
• Administer benefits surveys and analyze feedback for package improvements
• Ensure seamless integration between benefits and payroll systems
• Maintain compliance with employment laws and organizational policies
• Create and oversee volunteer program for external events, community outreach, etc.

Administrative Support

• Research, negotiate, and renew organizational insurance coverage annually
• Provide comprehensive support to Board of Directors including meeting preparation, minute-taking, and document circulation
• Maintain and update CRM system and internal data dashboards
• Support strategic and operational planning initiatives
• Manage organizational compliance requirements and documentation
• Event organization including venue & vendor selection, selection, registration processes, etc.

Remote Work Responsibilities

• Maintain regular communication with team through video conferencing and collaboration tools
• Participate in weekly staff meetings and bi-weekly supervision meetings via video conference
• Ensure data security protocols are followed when working with sensitive information
• Troubleshoot basic technology issues independently
• Maintain professional home office environment for video calls
• Perform other related duties as assigned including attending weekly staff meetings and 1:1 supervision meetings, etc.

Education & Experience

• Bachelor's degree in Business Administration, Public Administration, Finance, Human Resources, or related field
• Minimum 3 years of experience in office management, operations, or administrative roles
• Experience with financial management including payroll, accounts payable/receivable
• HR administration experience including benefits management and recruitment support (Idealist, Indeed, LinkedIn)
• Proven experience working in remote or distributed team environments

Technical Skills

• Proficiency in accounting/bookkeeping software (QuickBooks preferred)
• Advanced Excel/Google Sheets skills for financial reporting and data analysis
• Experience with Gusto or similar payroll systems
• CRM database management experience (knowledge of Bloomerang a plus)
• Video conferencing platforms (Zoom, etc.)
• Cloud-based collaboration tools (Google Workspace, etc.)
• Project management software experience preferred

Core Competencies

• Exceptional attention to detail and accuracy
• Strong written and verbal communication skills
• Ability to manage multiple priorities and meet deadlines independently
• Problem-solving skills and resourcefulness
• High level of discretion when handling confidential information
• Self-motivated with strong time management skills

Preferred Qualifications

• Nonprofit sector experience
• Knowledge of employment law and HR compliance
• Experience with grant management and reporting
• Familiarity with maternal health or social justice organizations

Remote Work Requirements

• Reliable high-speed internet connection
• Dedicated workspace with minimal distractions
• Professional lighting and background for video calls
• Ability to maintain regular business hours with some flexibility for meetings
• Occasional to attend frequent in-person meetings and events in Los Angeles area