Senior Administrative Manager, Executive Office - Military veterans preferred

Washington, DC
Full time
Posted 30 Days Ago
JR6

The role of Senior Administrative Manager, Executive Office is a dynamic and critical position within our non-profit organization, dedicated to providing unparalleled executive support to the CEO. Seamlessly blending high level administrative support with executive office operations, this position requires a keen ability to anticipate executive needs, think critically, and offer strategic solutions with the utmost professionalism and discretion. As a trusted advisor, the Senior Administrative Manager, Executive Office collaborates on high-level projects, priorities, and initiatives, contributing to the conceptualization, framing, and innovative problem-solving of issues at the executive level. Overseeing crucial aspects of the Office of the CEO, including scheduling, travel support, email management, and document review, this role plays a central part in organizational efficiency, directly impacting the effectiveness of the CEO and the overall success of the Executive Office.

The ideal candidate for this detail-oriented and innovative position will excel in orchestrating complex activities, maintaining a seamless workflow, and contributing to the strategic vision of the organization. Reporting to the Chief of Staff, the Senior Administrative Manager, Executive Office is based in Washington, DC, with an expectation of on-site presence on days when the CEO and Chief of Staff are in the office. They will be an essential part of a high-performing Executive Office team that is making groundbreaking contributions to alter the course of climate change and habitat loss, leading to better outcomes for people, birds, and the planet.

Compensation:

$110,000-$120,000 / year

Essential Functions

Maintain and actively manage the CEO’s daily calendar to incorporate internal and external meetings and allocate time according to top priorities.

Work with the Chief of Staff to develop and maintain administrative systems to track meeting requests, deadlines, daily correspondence, meetings attended, time analysis, etc.

Prepare CEO for all meetings by developing a weekly briefing book that includes a daily calendar, meeting logistics (if meeting is out of office), meeting agendas, and succinct and informative pre-reading documents.

Manage and support CEO travel and accommodate all special needs. Travel support documentation is thorough and inclusive of all pertinent information.

Utilize advanced technological tools and software to create detailed reports, graphs, and analytical presentations for the CEO and executive office, ensuring timely and accurate information dissemination for strategic decision-making.

Respond to email and written correspondence on behalf of the CEO in a timely, professional manner.

Actively manage the CEO’s inbox by flagging critical items requiring a response by the CEO, delegate to other members of the Executive Office team, or directly handling a response.

Track and ensure timely review of documents requiring the CEO’s review and/or approval.

Coordinate and execute Executive and Direct Report retreats and other in-person activities.

Coordinate and execute recruitment processes for CEO direct report hires.

Complete additional administrative tasks including timekeeping, expense reports, and invoice processing with strong attention to detail.

Professionally handle confidential information.

Act as liaison with other internal departments stakeholders and outside organizations.

Keep informed about major projects; learn and stay abreast of current priorities as they relate to the CEO’s goals and strategy.

Assess processes and procedures in the busy Office of the CEO and recommend solutions to increase efficiency.

Other job-related duties as assigned.

Qualifications and Experience

Possesses 7 years of extensive experience supporting CEOs and senior-level managers, demonstrating adeptness in managing intricate calendars, coordinating travel arrangements, scheduling appointments, and efficiently orchestrating meetings. Showcase a versatile skill set encompassing broader engagement and project management, reflecting a comprehensive understanding of supporting high-profile executives in various capacities..

Undergraduate degree required. An equivalent combination of education and work experience will also be considered.

Demonstrated ability to handle sensitive information with the utmost confidentiality and discretion.

High proficiency with MS Office applications, Concur, Zoom, Slack, Asana, and impeccable technical skills, including high-level comfort with — apps, sites, tools; demonstrated ability to stay abreast of time and effort enhancing tools.

Extremely organized and detail-oriented with a commitment to excellence.

Outstanding interpersonal skills and professionalism, as this job requires frequent interaction with diverse individuals including board trustees and funders.

Capacity to adapt to changing priorities and work well under pressure, maintaining a high level of professionalism.

Strong written and oral communication skills. Research-savvy; internet and resource proficient.

Ability to create strong relationships, both inside and outside the organization, and represent the program in the most effective and gracious manner.

Poised, confident, self-directed, and assertive with high energy, resourcefulness, adaptability, and creativity.

Intuitive, with a proactive focus on supporting the goals of the CEO.

Formidable coordination ability in true partnership with CEO and Chief of Staff.

Interest in, understanding of, and commitment to conservation and the mission of the National Audubon Society.

Ability to travel to New York, NY with the CEO on occasion.

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