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 Board Spot (board management) and Giv Effect (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-upHelp 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-upWork 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…