Manager, Office of the CEO

Role Overview

• Provide administrative and scheduling support to the CEO, serving as a trusted partner in managing calendar logistics and ensuring time is aligned to organizational priorities.
• Coordinate travel and logistics for meetings, conferences, and events hosted or attended by the CEO, including scheduling, venue coordination, catering, travel arrangements, and audiovisual support.
• Manage the preparation and coordination of materials for Executive Leadership Team meetings, Board of Directors meetings, and key external engagements, including agenda development, document organization, distribution, and follow-up tracking.
• Manage expense reporting and reimbursement processes on behalf of the CEO in compliance with organizational finance policies.
• Support management of the CEO’s email inbox as needed, including drafting responses, organizing communications, and flagging priority items for review.
• Support relationship management efforts by maintaining accurate records, communications, and follow-up processes for key stakeholders and partners.
• Maintain organizational systems and databases, tracking key metrics, documents, and records relevant to the CEO's responsibilities.
• Serve as a primary operational point of contact for internal and external stakeholders engaging with the Office of the CEO, ensuring timely and professional communication and follow-up.
• Prepare, proofread, and edit correspondence, presentations, reports, and briefing materials on behalf of the CEO and Chief of Staff.
• Handle confidential information with discretion, professionalism, and sound judgment while representing the Office of the CEO with integrity and responsiveness.
• Support the Chief of Staff in coordinating and tracking organizational strategic priorities and initiatives led through the Office of the CEO by maintaining project plans, dashboards, timelines, meeting notes, status updates, and follow-up systems.
• Coordinate with functional area representatives to gather materials, updates, and inputs needed for executive decision-making, leadership meetings, and Board preparation.
• Attend meetings as assigned, document key decisions and action items, and support accountability through timely follow-up and coordination.
• Provide coordination and operational support for organizational retreats, leadership convenings, and special projects led by the Office of the CEO.
• Escalate operational risks, timeline concerns, or coordination challenges to the Chief of Staff in a timely and proactive manner.
• Support implementation and ongoing use of AI-enabled tools and workflows that improve operational efficiency, coordination, communications, and information management.
• Assist with developing and maintaining templates, guides, and operational resources that support effective use of approved systems and AI tools.
• Identify opportunities to streamline administrative processes and reduce manual work through workflow and technology improvements.
• General Support special projects and organizational initiatives assigned by the Chief of Staff or CEO, providing research, coordination, and execution support as needed.
• Maintain organized systems for files, records, meeting materials, and operational documentation.
• Provide logistical support for team meetings, retreats, and organizational events.
• Actively contribute to a positive, collaborative, and mission-driven team culture grounded in organizational core values.

Requirements

• 5+ years of professional experience with 3+ years' experience in project management, executive coordination, or a related operational role, ideally in a nonprofit or mission-driven environment.
• Demonstrated experience supporting senior leaders with complex scheduling, project tracking, and cross-functional coordination.
• Exceptionally organized and detail-oriented, with a strong bias toward building and maintaining systems that improve team efficiency.
• Strong project management skills, including the ability to manage multiple projects, track milestones, and surface risks proactively.
• Excellent verbal, written, and interpersonal communication skills; able to engage effectively with a wide range of stakeholders and audiences.
• Proven capacity for maintaining discretion when handling sensitive or confidential material.
• High degree of professional maturity, ownership of work, and ability to thrive in a fast-paced, mission-driven environment.
• Proactive self-starter with strong adaptability and a solutions-oriented mindset; able to navigate ambiguity, change, and manage competing priorities.
• Proficiency in Microsoft 365 (Outlook, Word, Excel, PowerPoint), MS Teams, OneDrive, SharePoint, and Zoom.
• Proficiency in Monday.com or equivalent project management software.
• Intermediate to advanced proficiency with generative AI tools (e.g., ChatGPT, Claude), including the ability to apply AI to real workflow challenges and document generation tasks.
• Experience with Salesforce or equivalent CRM platform preferred.

Benefits

• Medical/Dental/Vision Healthcare plans with UnitedHealthcare
• Pre-tax Flexible Spending Account (FSA)
• 401K with a 4% employer match and no vesting period
• Paid parental leave
• Flexible Paid Time Off (PTO)
• 12 paid holidays, and collective time off the week of the Fourth of July and between Christmas and New Year’s Day holidays
• Employer-funded life insurance