Executive Office Manager

Description

Welcome to your opportunity to change the world! If you have a servant’s heart and want to be part of something truly special, then Caritas Family Solutions needs you. We have been serving the people of Illinois since 1947 and have over 500 committed and mission-driven team members. At Caritas, we do not hire people for jobs, we find new team members for rewarding and life-changing careers that make the world better.

If you are kind, patient, and ready to make a difference, we would love to meet you!

Full-time employees are offered the competitive benefits outlined below:

• Generous Paid Time Off
• Paid training
• Health Insurance
• Dental and Vision
• Life insurance
• 403(b) with company contribution 5%
• Tuition reimbursement

We know great candidates bring a wide range of experience. If you believe you can be successful in this role, we encourage you to apply — even if you don’t meet every qualification listed.

Title: Executive Office Manager
Department: Executive Administration
Status: Exempt, Full-Time
Reports To: Chief Financial Officer
Starting Compensation Pay: $60,000/annually

PURPOSE: The Executive Office Manager provides high-level administrative support to the Senior Leadership Team, including the Chief Officer Suite and Executive Leadership Team, while coordinating the daily operations of the agency's Headquarters office. This position manages executive correspondence, calendars as needed, meetings, travel, front desk operations, office vendors, fleet administration, and office-compliance activities. The Executive Office Manager works across departments and locations to maintain consistent office practices and efficient operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provide high-level administrative support to the Senior Leadership Team, including correspondence, document preparation, and special projects.
• Coordinate executive calendars, meetings, travel arrangements, and related logistics.
• Serve as the primary point of contact for visitors, callers, vendors, and business partners.
• Manage daily Headquarters office operations, ensuring a professional, organized, and efficient work environment.
• Coordinate meeting and event logistics, including scheduling, room setup, materials, and refreshments.
• Oversee office supply inventories, purchasing activities, and distribution of resources across agency locations.
• Serve as the primary liaison for office vendors, facility services, maintenance requests, and equipment repairs.
• Perform clerical and financial support functions, including mail processing, petty cash reconciliation, expense documentation, and payment tracking.
• Monitor fleet administration and office compliance activities, including reporting, inspections, and follow-up actions.
• Train and support employees on established office procedures, fleet practices, and operational standards.
• Chair the Employee Engagement Committee and coordinate employee recognition and morale-building activities.
• Maintain confidentiality and exercise sound judgment while supporting senior leadership and agency operations.
• Additional duties as assigned.

Please note that the Responsibilities and Qualifications provide a general overview of the primary duties for this role and the basic qualifications. This is not intended to be a comprehensive list of all responsibilities, duties, and skills required.

Requirements

QUALIFICATION REQUIREMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Degree/Field

Required:

Associate degree in Business Administration, Office Administration, or a related field; equivalent relevant experience may be considered.

Degree/Field Preferred: Bachelor's degree in Business, Humanities, Social Sciences, or a related field.

Additional Fields of Knowledge Important for the Role:

• Executive and office administration
• Records and document management
• Calendar and scheduling coordination
• Event planning and travel coordination
• Customer service and visitor relations
• Basic financial controls and expense management
• Workplace safety and office operations
• Vendor and facilities coordination
• Fleet administration and compliance monitoring
• Microsoft Office applications and business technology systems

Experience

Required:

Five or more years of progressively responsible administrative experience, including experience supporting executives or senior…