Executive Administration 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

Qualifications

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