Business Manager

Job Description: Virtual Business Manager
September 2026
Position Type: Full-Time, Remote

Reports To: Executive Director
Location: Remote

Position Summary
I am seeking a highly organized, dependable, and proactive Business Manager to provide day-to-day administrative, operational, client, fundraising, marketing, event, and reporting support.
This position is ideal for someone who can work independently, manage multiple priorities, meet deadlines, and take ownership of assigned responsibilities with minimal supervision.
The Business Manager will help keep my organization organized and moving forward by managing administrative systems, maintaining client and donor information, supporting communications and marketing, assisting with fundraising campaigns, coordinating event activities, maintaining organizational records, and completing grant reporting.
The ideal candidate is a "get-it-done" person who does not need to be reminded repeatedly about assigned tasks and who will identify problems and opportunities and bring solutions to the Executive Director.

Key Responsibilities
1. Administrative & Business Management
• Print and organize monthly/quarterly reports as needed.
• Maintain organized electronic business records.
• Assist staff with routine administrative tasks.
• Create labels, flyers, forms, notices, signs, and other office materials.
• Prepare documents and materials for staff meetings, programs, and events.
• Maintain calendars, deadlines, and recurring administrative tasks.
• Assist with general office organization and administrative projects.
• Follow established organizational procedures and maintain confidentiality.
2. Website Management
• Monitor the organization's website for accuracy and current information.
• Make routine website updates as requested.
• Add or remove program information, announcements, events, documents, and other content.
• Update website forms, links, images, and basic content as necessary.
• Identify outdated or incorrect information and bring it to the Executive Director's attention.
• Respond to website inquiries and route requests to the appropriate staff member.
3. Social Media & Marketing
• Create and schedule weekly social media posts.
• Maintain a consistent social media presence.
• Develop simple graphics, flyers, announcements, and promotional materials.
• Repurpose organizational content for social media.
• Promote programs, events, fundraising campaigns, community activities, and organizational accomplishments.
• Assist with maintaining a monthly or quarterly content calendar.
• Monitor basic engagement and provide the Executive Director with updates when appropriate.
4. Client & Contact Management
• Maintain and update client information in HubSpot.
• Maintain and update donor and contact information in Givebutter.
• Ensure client and donor records are accurate and organized.
• Enter new contacts and update existing records.
• Track client follow-ups and communication.
• Create and send client follow-up communications.
• Identify incomplete or outdated records and correct them.
• Maintain appropriate documentation of communications and follow-ups.
5. Donor & Fundraising Support
• Create and send donor communications and fundraising campaigns.
• Assist with developing donor campaign content.
• Schedule fundraising emails and communications.
• Maintain donor information in Givebutter.
• Send donor acknowledgments and follow-up communications as directed.
• Help promote fundraising campaigns through email, social media, and the website.
• Track basic campaign results and provide reports to the Executive Director.
• Help maintain consistent communication with donors throughout the year.
6. Website Email & Customer Communication
• Monitor organizational website email inquiries.
• Respond to routine questions in a timely and professional manner.
• Forward specialized or sensitive inquiries to the appropriate staff member.
• Track inquiries requiring follow-up.
• Ensure that website inquiries do not go unanswered.
• Maintain professional and compassionate communication with clients, donors, partners, and community members.
7. Annual Event Support
Assist the Executive Director and team with planning and organizing the organization's annual event.
Responsibilities may include:
• Maintaining an event planning checklist and timeline.
• Contacting potential sponsors.
• Sending sponsorship information and follow-up communications.
• Following up with potential sponsors.
• Maintaining a sponsor and participant tracking list.
• Recruiting event participants, vendors, community partners, and supporters.
• Sending invitations and event communications.
• Creating event flyers and promotional materials.
• Assisting with registration and participant communications.
• Coordinating administrative details leading up to the event.
• Maintaining sponsor commitments and documentation.
• Assisting with post-event follow-up and acknowledgments.
8. Insurance & Organizational Records
• Help maintain current organizational insurance documentation.
• Organize insurance certificates, policies, renewal information, and related records.
• Maintain a calendar of insurance renewal dates.
• Notify the Executive Director of upcoming renewals or missing documentation.
• Request updated certificates or documents when authorized.
• Keep insurance files organized and easily accessible.
Note: The employee will maintain and organize insurance records but will not make insurance coverage decisions or provide insurance advice.
9. Graphic Design & Staff Support
• Create professional flyers for programs, events, staff announcements, and community outreach.
• Create basic promotional materials and informational handouts.
• Create labels, signs, certificates, forms, and other materials requested by staff.
• Maintain consistency with organizational branding.
• Assist staff with basic design needs using Canva or similar design software.
10. YouTube & Video Content
• Create and edit videos for the organization's YouTube channels.
• Develop basic video graphics, titles, thumbnails, and descriptions.
• Upload and schedule videos.
• Add appropriate tags, descriptions, and links.
• Repurpose existing organizational content into short-form video when appropriate.
• Maintain an organized YouTube content calendar.
• Monitor basic YouTube analytics and report significant trends to the Executive Director.
Familiarity with Claude, Eleven Labs, CapCut, etc., preferred.
11. Grant Reporting
• Maintain a calendar of quarterly and other grant-reporting deadlines.
• Gather required program information, statistics, accomplishments, and supporting documentation from staff.
• Organize information needed for grant reports.
• Complete routine quarterly grant reports using information provided by program staff and the Executive Director.
• Maintain copies of submitted reports and supporting documentation.
• Track reporting deadlines and notify the Executive Director in advance of upcoming deadlines.
• Follow up with staff when required information is missing.
• Ensure reports are submitted on time after required internal review and approval.

Success in this position means the Executive Director can confidently delegate administrative and operational responsibilities and know that they will be completed without repeated reminders.
The successful employee will help the organization:
• Stay organized
• Respond to clients promptly
• Maintain accurate donor and client records
• Keep marketing and communications consistent
• Increase donor engagement
• Maintain an active online presence
• Prepare for events efficiently
• Keep important organizational documents current
• Meet grant-reporting deadlines
• Reduce the administrative workload on the Executive Director