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Administrative Services Manager

2 months ago

Miami, United States Chapman Partnership Full time $70,000 - $75,000
Job DescriptionJob Description


SUMMARY:

The Administrative Services Manager provides high-level administrative support to the President & CEO while overseeing the day-to-day operations of the administration offices. In this role, the Administrative Services Manager ensures the smooth functioning of the office by managing administrative tasks, supervising the front desk receptionist, and ensuring a professional, welcoming office environment. They act on behalf of the President & CEO, helping to strengthen relationships with key stakeholders and working with business leaders on various projects. The Administrative Services Manager is also responsible for preparing materials and content for meetings, conferences, industry events, and internal groups such as the Chairman of the Board and the Board of Directors. They support the Executive team as needed, organizing and coordinating executive outreach and external relations efforts. This includes managing or participating in multiple projects. The Administrative Services Manager navigates internally to gather and synthesize information for the President & CEO, ensuring that all relevant details are succinctly communicated and that the President & CEO is well prepared for important meetings.

DUTIES AND RESPONSIBILITIES:

  • Assists the President & CEO with daily executive administrative duties and completes various tasks, including managing an active calendar of appointments, anticipating and managing scheduling conflicts, and ensuring optimal use of time.
  • Assists the President & CEO with timely expense reports, composing correspondence, gathering data and information, preparing presentations, and arranging complex activities such as conference registrations, travel arrangements, itineraries, agendas, and relevant documents.
  • Places, receives and directs telephone calls for the Office of the President & CEO.
  • Serves as the President & CEO’s liaison to the Chairman of the Board and the Board of Directors. Supports Board engagement, manages reporting and activities for Board meetings (executive committee, full board, and special sessions), and assists with internal and external events.
  • Supports the President & CEO with agenda planning and preparation for executive committee, board, and internal/external stakeholder meetings.
  • Ensures the President & CEO receives adequate, consistent, concise briefing materials for important meetings.
  • Maintains confidential files and contact information related to coordinating internal and external meetings, conferences, and on-site and off-site committees to support the President & CEO’s agenda.
  • Provide support to department head group members as needed, including Finance, Human Resources, Development, Marketing, Operations, Facilities, and Education & Training.
  • Supervises the front desk receptionist and oversees office operations, including managing office supplies, ensuring the office is presentable, and resolving facility issues as needed.
  • Performs other duties as assigned or required to support the overall smooth functioning of the Executive Office and administration.

SUPERVISORY:

  • This is a supervisory position that has one direct report.

QUALIFICATIONS:

  • Bachelor’s degree or equivalent experience with a business background or related discipline and a passion for supporting Executive-level office and personnel.
  • Minimum of two (5) years of experience working with Executive level professionals.
  • Minimum of one (1) year of experience working in a social service setting preferred.
  • Advanced computer skills required: Microsoft Office, Office365; Word, Excel, PowerPoint, Visio, conferencing/online platforms, and shared drives.

KNOWLEDGE, SKILLS, AND ABILITIES:

  • Excellent grammar, writing skills, and strong interpersonal communication skills.
  • Proactive problem solver and ability to work autonomously.
  • Ability to use discretion towards sensitive or potentially confidential information.
  • Ability to effectively interact with all levels of staff (from direct-service staff to Executive staff, community partners, and vendors).
  • Works well under pressure with a variety of deadlines.
  • Being bilingual in English and Spanish is a plus.