Position Summary

The Executive O?ce Manager is a professional role that involves overseeing the daily operations of an executive office, ensuring efficient workflow and providing comprehensive administrative and managerial support to the executives. This position is pivotal in maintaining the organization and effectiveness of the executive suite, serving as a primary point of contact between the executive and other staff, stakeholders, and external contacts.

Core Duties

Administrative Support: Managing calendars, scheduling meetings, handling correspondence, and preparing documents to support COO and CFO's agenda. Organize and track professional development, education & licensing for COO and CFO.

O?ce Management: Ensuring the o?ce both physical and virtual operates smoothly by overseeing facilities management, equipment, and supplies. Some tasks may be delegated to the Corporate Concierge role.

Team Coordination: Acting as a liaison between executives and other employees, facilitating communication and project coordination.

FinancialManagement: Developing/Managing Office Management budget, categorizing C-Suite Executives monthly expense reports, System Administrator for all financial institutions.

Strategic Support: Providing support on strategic initiatives through research, data analysis, and project management.

Vendor Relations: Manage relationships with vendors and service providers, negotiating contracts, and ensuring quality service delivery.

Confidentiality: Maintain the confidentiality of all sensitive information, acting with discretion in all communications and dealings.

Administrative Team Management: Manage o?ce sta?, delegate tasks, and provide guidance as needed.

Personal Assistance:

• Set up payroll and bene?ts. Renew as necessary.
• Coordinating CE requirements – registrations and travel via Corporate Concierge
• Gather personal tax returns, etc.
• Coordinate church elder shepherding e?orts(event planning with Jenna, reminders to contact church members, etc.)
• Coordinating family photos.
• Scheduling doctor appointments.
• Coordinate out-of-town ?eld trips for New Covenant School.
• Coordinate class appearances (both CC and NCS)

Work Styles

Integrity - Job requires being honest and ethical.

Attention to Detail - Job requires being careful about detail and thorough in completing work tasks.

Dependability - Job requires being reliable, responsible, dependable, and fulfilling obligations.

Cooperation - Job requires being pleasant with others on the job and displaying a good-natured, cooperative attitude.

Concern for Others - Job requires being sensitive to others' needs and feelings and being understanding and helpful on the job.

Qualifications

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Education/Experience

Bachelor’s degree from a four-year college/university.

Four or more years of experience in an administrative role reporting directly to upper management.

Language Ability

Excellent written and verbal communication. Read, analyze, and interpret business, professional, technical, or governmental documents. Write reports, business correspondence and procedure manuals. Effectively present information and respond to questions from managers, customers, and the public.

Mathematical Ability

Calculate figures and amounts such as discounts, interest, commissions, proportions, percentages, area, circumference, and volume. Apply concepts of basic algebra and geometry.

Reasoning Ability

Solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists. Interpret a variety of instructions furnished in written, oral, diagram, or schedule form.

Computer Skills

• Proficiency with office productivity tools and an aptitude for learning new software and systems.
• Microsoft Office Suite
• Adobe Acrobat
• Smartsheet

Certificates and Licenses (Online Notary)

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Demands

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

The above job description is not intended to be an all-inclusive list of duties and standards of the position. Incumbents will follow any other instructions, and perform any other related duties, as assigned by their supervisor.