Executive Office Manager

Job Description
An Executive Office Manageris responsible for office management of the Executive Suite, including culture and engagement, and orientation, mentoring, training, and oversight of Executive Assistants. Performs complex and responsible duties of a highly confidential nature that require comprehensive knowledge of the organizational policies and operations. Regularly required to resolve complex administrative problems independently. Provides executive support under limited supervision to the Board of Directors in key strategic, operational and administrative activities. Coordinates the Board of Directors’ schedule, meetings, agendas, workflow, and ensures paperwork is completed and appropriate follow up is carried out. May act as liaison for community relations and activities, including coordination of events and activities, and related tickets and perquisites.
Actively leads and manages the Executive Office and Executive Assistants who support multiple executive leaders of organization across a variety of functions to motivate the team toward the completion of goals;
creating a culture of engagement, camaraderie, support and service. Responsible for leading the creation of standard operating procedures and leading the orientation, training, mentoring and onboarding of new Executive Assistants. Conducts performance evaluations and creates growth and development plans with direct input of executive leaders.
Ensures that the Executive Office makes customers and their needs a primary focus;
taking appropriate immediate action to meet customer needs and concerns, and that each member takes personal responsibility to resolve questions and issues.
Oversees special projects, assignments and strategic work. Carries out background research on emerging issues, tracks progress and deadlines to ensure work is completed in a timely manner, and identifies areas that require an executive’s immediate attention.
Compiles, analyzes and verifies complex financial and/or statistical data. Prepares financial and operational reports, analyzes progress and adverse trends and makes appropriate recommendations or conclusions.
Ensures policies and procedures of the Executive Office are up-to-date and modified in accordance with system objectives and changes to process, etc. Reviews current practices and implements recommendations as appropriate.
Oversees use of a document management process, including incoming correspondence, reports and other written materials;
and maintains paper andelectronic filing systems in accordance with departmental procedures and record keeping requirements.
Coordinates special events, tickets and perquisites, with internal and external contacts as needed:
space, time, background materials, publicity, invitations, audio-visual, and/or refreshments.
Manages and coordinates efforts in preparation for Board meetings and committee meetings;
prepares documents, reports and information for review.
Acts as an intermediary for the Board of Directors on behalf of the organization and the Executive Office. Interacts with high-level contacts requiring considerable discretion and initiative. Makes decisions on specific operating problems within authorized scope.
Supports the Board and the Executive Office in the development of key relationships (internal and external) to promote the organization and to coordinate special projects at the direction of the Board. Independently composes confidential correspondence, memoranda, documentation and presentation material on a wide variety of subjects requiring a thorough knowledge of the policies and procedures. Reviews, summarizes and responds to documents as required.
Functions as a liaison to representatives external to the organization, including federal, state and local government, the private sector and a diverse group of stakeholders.
Answers questions from others regarding Board action;
handles many inquiries,including substantive questions requiring research or technical knowledge. Receives telephone calls, emails and other communications and handles on behalf of the Board or Executive Office, triaging and appropriately referring to other senior leaders.
Coordinates and maintains executive schedules;
anticipates the Board’sneeds and course of action. Schedules and coordinates meetings, appointments and travel arrangements. Compiles agenda and briefing material;
briefs Chief Executive Officer on pertinent agenda issues and prepares minutes for meetings. Point-person for follow-up on meetings, projects and initiatives.