Executive Support Manager

Position Summary

The Executive Administration Manager provides high-level administrative, operational, and project-management support to the Chief Executive Officer and JFS leadership. This position serves as a central coordination point among the CEO, Board of Directors, leadership team, staff, community partners, and other stakeholders.

The Executive Administration Manager anticipates organizational needs, manages competing priorities, supports effective decision-making, and ensures that executive and governance-related activities are completed accurately, professionally, and on time. The ideal candidate is highly organized, discreet, resourceful, and comfortable working independently in a fast-paced, mission-driven environment.

Essential Responsibilities

Executive Support

• Manage the CEO's calendar, appointments, meetings, travel arrangements, and scheduling priorities
• Prepare meeting agendas, briefing materials, presentations, correspondence, reports, and other executive documents
• Monitor deadlines, commitments, and follow-up items involving the CEO and leadership team
• Review and prioritize requests directed to the CEO, exercising sound judgment regarding urgency and appropriate next steps
• Draft, edit, and proofread communications on behalf of the CEO
• Maintain confidential executive, personnel, financial, legal, and organizational records
• Anticipate administrative and logistical needs and address potential issues proactively

Board and Governance Administration

• Coordinate meetings of the Board of Directors and assigned Board committees
• Prepare and distribute agendas, meeting materials, reports, resolutions, and other governance documents
• Attend meetings as assigned and prepare accurate, timely minutes
• Maintain official Board records, governing documents, committee rosters, meeting calendars, and records of Board actions
• Serve as Board liaison and administrator for BoardSpot (board management) and GivEffect (donor relationship management) software
• Track Board and committee assignments, decisions, deadlines, and follow-up responsibilities
• Support Board member orientation, communication, engagement, and annual governance processes; maintain the Board Handbook
• Compile monthly Board Report and other Board-facing materials for accuracy and clarity
• Assist the CEO and Board leadership with preparations for retreats, strategic discussions, and special meetings

Leadership and Organizational Coordination

• Coordinate leadership-team meetings, including scheduling, agenda development, materials, minutes, and follow-up
• Help maintain communication and workflow among executive leadership, department leaders, and administrative staff
• Lead development and maintenance of the organization's multi-year Integrated Strategic Plan, including priority areas and department-level action plans across 12+ departments
• Track organizational priorities, special initiatives, and time-sensitive projects
• Develop and maintain administrative systems that improve consistency, accountability, and access to information
• Support the implementation of organizational policies, procedures, and strategic priorities
• Coordinate information and documentation requested by funders, auditors, government partners, legal counsel, and other stakeholders, including CARF recertification and grant reporting support
• Research SAM.gov exclusions in support of grants, audit, and project requests
• Identify opportunities to streamline administrative processes and improve organizational efficiency

Project and Event Management

• Manage or support special projects assigned by the CEO from planning through completion
• Establish project timelines, coordinate participants, monitor deliverables, and communicate progress
• Manage the RFP process for special projects, including vendor solicitation, comparison worksheets, and audit-ready documentation
• Coordinate executive, Board, donor, community, and organizational meetings and events
• Manage event logistics, including facilities, invitations, registration, catering, materials, technology, and follow-up
• Work with internal departments and external vendors to ensure that projects and events are completed within established timelines and budgets

Office and Administrative Operations

• Support efficient day-to-day administrative operations across the organization
• Maintain organized electronic and physical filing systems in accordance with organizational policies and confidentiality requirements
• Coordinate contracts, subscriptions, purchases, invoices, and vendor relationships within the position's assigned responsibilities, including managing the relationship with the agency's insurance provider and maintaining current Certificates of Insurance (COIs)
• Act as purchasing agent for agency-wide purchases; manage the agency's Amazon Business account(s), including order placement and account administration
• Upload and reconcile receipts for orders placed on behalf of the CEO and COO
• Organize and maintain purchasing justification documentation for agency purchases
• Coordinate business card ordering, office supply ordering, and kitchenette/break room supply ordering
• Assist with the development and maintenance of administrative procedures, templates, calendars, and shared resources
• Provide backup administrative support and help coordinate coverage during periods of high activity or staff absence
• Perform other duties and special assignments consistent with the position's responsibilities

Required Qualifications

• Bachelor's degree in business administration, nonprofit management, communications, public administration, or a related field, or an equivalent combination of education and relevant experience
• At least five years of progressively responsible administrative, executive-support, project-management, or organizational-operations experience
• Demonstrated experience supporting senior executives, leadership teams, or governing boards
• Exceptional organizational and time-management skills, with the ability to manage multiple priorities and deadlines
• Excellent written, verbal, and interpersonal communication skills
• Strong editing, proofreading, recordkeeping, and document-preparation abilities
• Strong proficiency with Microsoft 365 or comparable workplace technology, including word processing, spreadsheets, presentations, email, calendars, virtual meetings, and shared-document systems

Preferred Qualifications

• Experience working in a nonprofit, human-services, healthcare, philanthropic, or community-based organization
• Experience coordinating organizational projects, executive events, or strategic-planning activities
• Experience with board management and donor management platforms (e.g., BoardSpot, GivEffect)
• Project management certification (e.g., CAPM, PMP) a plus