Executive Office Manager

This Executive Office Manager is the driving force behind the operational efficiency and professional representation of the President CEO, a high-powered and fast-paced executive. The position provides full-spectrum professional support to the President CEO, ensuring seamless coordination of complex schedules, critical communications, and organizational priorities. Additionally, it involves calendaring and strategic support for the Executive Leadership Team. This position is critical to the success of the organization by ensuring the executive leadership team operates at peak effectiveness, enabling the achievement of the organization’s ambitious goals and mission.

• Alignment with the organization’s mission and values.
• Bachelor's degree or equivalent experience.
• Minimum 5 years of experience supporting multiple high-level executives in a fast-paced environment.
• Mastery in Microsoft Office 365 and Outlook
• Exceptional attention to detail.
• Proven track record of thriving in high-pressure, high-stakes settings.
• Notary public certification (or ability to obtain).

WHY JOIN US?

Step into a pivotal role at the core of our mission-driven organization. As Executive Office Manager, you’ll work alongside visionary leaders, shaping the strategies and systems that drive our impact. Enjoy a dynamic, purpose-filled work environment, competitive compensation, and a supportive culture that values professional growth, innovation, and meaningful change.

We prioritize your well-being with comprehensive benefits, including medical, prescription, dental, vision, life, and disability insurance. We also offer a 401(k)-retirement plan with employer contributions, pre-tax savings options, paid leave, and more to support a balanced and fulfilling career.

• Maintain a meticulous, high-functioning executive office environment, ensuring order, efficiency, and professionalism at all times.
• Manage, sort, and triage incoming communications and materials daily to optimize the President CEO’s focus on high-priority matters.
• Handle executive-level administrative tasks such as document creation, correspondence, and filing, with an emphasis on precision and confidentiality.
• Draft and send communications from the President CEO’s ghost email account as directed, maintaining a consistent and professional tone.
• Maintain accurate and up-to-date contact lists for partner agency CEOs and their assistants.
• Coordinate and manage gift purchasing for key stakeholders, ensuring personalization and alignment with organizational culture.
• Plan and prepare staff-wide events and meetings, including agendas and supporting materials, in collaboration with Chief People Culture Officer.
• Oversee lobbying and ethics compliance, including timely filing of Joint Legislative Ethics Committee reports.
• Accurately complete and submit the President CEO’s timesheets.
• Meeting Scheduling and Coordination
• Schedule and adjust high-stakes meetings with precision, balancing the competing needs of multiple stakeholders.
• Anticipate the President CEO’s needs for meetings, preparing and organizing all materials in advance.
• Conduct weekly reviews with the President CEO to ensure alignment on upcoming meetings, deadlines, and priorities.
• Provide administrative assistance for internal and external meetings, ensuring agendas and documentation are seamlessly managed.

Board of Trustees Support

• Orchestrate comprehensive orientations for new board members, ensuring timely and thorough integration.
• Lead the coordination of annual Board Conflict of Interest processes and the President CEO’s organizational assessment reporting.
• Manage scheduling, agenda preparation, and distribution of materials for all board and committee meetings.
• Cross-Organizational Coordination
• Serve as the go-to expert for virtual meeting platforms and in-office audio-visual systems.
• Act as an authorized notary public for executive and organizational needs.
• Expense Management
• Handle travel arrangements, conference registrations, and reimbursement processes for the President CEO and Executive Leadership Team.
• Ensure monthly reconciliation of corporate card charges with accuracy and timeliness.

SKILLS, KNOWLEDGE, & ABILITIES

• Mastery of Microsoft Office Suite and virtual meeting platforms.
• Exceptional written and verbal communication skills.
• Superior organizational and analytical capabilities.
• Ability to manage multiple high-priority projects simultaneously.
• Interpersonal dexterity, enabling collaboration with diverse personalities.