Executive Services Manager

JOB SUMMARY

Provides administrative support to the Executive Team. Duties will be roughly distributed in the following proportions: 75% to Chief Program Officer (CPO), 15% to Executive Services Director, 5% to Chief Financial Officer, 5% to Chief Operating Officer.

PRINCIPAL DUTIES & RESPONSIBILITIES

• Provide direct clerical support services to the CPO, CFO, and COO including but not limited to internal and external communications, maintain and order office supplies for CPO, CFO and COO departments; scheduling/arranging meetings and conferences. This includes inviting attendees, reserving space and equipment, ordering food, preparing agendas and supplies, recording minutes, and assisting with meeting technology.
• Schedule and coordinate appointments, executive travel, meetings and keep calendars of CPO, CFO and COO
• Prepare and submit invoices, mileage, receipts, and paperwork for the CPO, CFO and COO departments in Financial Edge, including verifying accuracy.
• Manage Records Retention and Destruction. This includes maintaining a records spreadsheet and performing periodic audits of storage area and coordinating records storage, destruction, and retrieval with all staff, according to records management policy, coordinating with Finance and the Facilities departments.
• Assist with travel arrangements and schedule travel plans for YWCA staff as needed.
• Provide staff support for special projects from the CPO, CFO and COO as needed.
• Provide staff support for events as needed.
• Prepare agreements/contracts for signature as needed.
• Provide front desk coverage one day per week.
• Participate in workgroups and staff committees, as assigned, or agreed upon by Executive Services Director.
• Perform other duties as assigned.

Support to Management, Supervisors and Staff in fast paced environment.

Key Relationships:

Interacts with all staff and primarily the Executive and Program Management teams.

QUALIFICATIONS:

Education/Experience

• A bachelor’s degree or four years’ experience in administrative roles, or any similar combination of education and experience.

Licenses/Credentials/Certifications

• N/A

Skills/Specialized Knowledge/Abilities

• Political and social sensitivity and the ability to maintain confidentiality.
• Detail oriented with excellent administrative, organizational and time management skills.
• Effective verbal and written communication skills.
• Proficiency in MS Office with expertise in Microsoft Word and Excel
• Ability to work both independently and with a team.
• Event planning skills
• Demonstrated experience in records management.
• Understanding and experience with input and retrieval of data in database or spreadsheet
• Creative thinking

WORKING CONDITIONS:

Working Hours/Environment

• Office hours are full time; 37.5 hours per week.
• Flexible hybrid schedule with 3 days a week in office.
• Salary Range: $50,000.00 - $60,000.00/year

Tools and Equipment Used

• Personal computer, copier, fax/scanner, phone, and other typical office equipment

Travel

• Minimal – less than 5%

Physical & Mental Demands

The physical and mental demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Frequently required to sit at a desk/workstation for long periods of time.
• Ability to work at a computer terminal for extended periods of time.
• Digital dexterity and hand/eye coordination in operation of office equipment
• Medium lifting and carrying of supplies, files, etc.
• Ability to speak to and hear employees/clients via phone or in person.
• Body motor skills sufficient to enable incumbent to move around the office environment.
• Ability to analyze sourcing data, benefits and other reports and make recommendations.
• Additional Mental Requirements: compare, decide, direct, problem solve, analyze, instruct, interpret.

This job description does not constitute a written or implied contract of employment. This job description is not intended and should not be construed, to be an exhaustive list of all responsibilities, skills, efforts, or work conditions associated with the job. Furthermore, the employer reserves the right to revise or change job duties and responsibilities as the need arises.

The YWCA Greater Cincinnati provides equal employment opportunities to all employees and applicants for employment and prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws.

This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

Job Type: Full-time

Pay: $50,000.00 - $60,000.00 per year

Benefits:

• Dental insurance
• Flexible schedule
• Health insurance
• Paid time off
• Parental leave
• Retirement plan
• Vision insurance

Shift:

• Morning shift

Work Location: Hybrid remote in Cincinnati, OH 45202

Salary : $50,000 - $60,000