Executive Office Manager - Technology and Operations

Executive Office Manager - Technology and Operations

The Executive Office Manager – Technology and Operations provides high-level executive, administrative, operational, fiscal, and project-management support to the Assistant Executive Director for Technology and Operations. Working from the Executive Office, the position helps coordinate the day-to-day systems, information, projects, and follow-through needed to support effective agency operations across ACES schools, programs, facilities, technology, and other operational functions.

This is a high-trust position with broad agency exposure and significant responsibility. The Executive Office Manager serves as a central resource for leaders, technology and operations staff, school and program staff, vendors, contractors, municipalities, and external partners; anticipates needs; resolves administrative and operational issues; and ensures that sensitive, time-critical work is completed accurately. The position has no direct supervisory responsibility but routinely coordinates work across departments and supports the Assistant Executive Director (or Executive leadership) in managing agency-wide technology and operational priorities.

The duties below describe the primary responsibilities of the position. Additional related responsibilities may be assigned based on agency needs.

• Provide high-level administrative and operational support to the Assistant Executive Director for Technology and Operations in overseeing technology, facilities, transportation, capital projects, and related agency operations.

• Manage priorities, schedules, information flow, correspondence, meeting preparation, documentation, and follow-up for the Assistant Executive Director.

• Serve as a knowledgeable and responsive point of contact for operational questions, procedures, administrative needs, service requests, and technology or facilities concerns; identify issues and coordinate appropriate solutions.

• Coordinate cross-departmental work and maintain clear ownership, deadlines, approvals, records, and follow-up for technology and operational projects.

• Exercise sound judgment and strict confidentiality when handling executive, employee, student, fiscal, legal, contractual, security, technology, and other sensitive information.

• Provide administrative and project-management support for school building projects, renovations, repairs, capital improvements, space planning, relocations, and other facilities initiatives.

• Coordinate project schedules, meetings, agendas, action-item logs, plans, specifications, approvals, permits, inspections, invoices, change orders, and project records with internal staff, architects, engineers, contractors, municipalities, and other partners.

• Track project milestones, dependencies, budgets, outstanding decisions, risks, and required follow-up; elevate significant delays, cost concerns, safety issues, or unresolved matters to the Assistant Executive Director.

• Maintain organized project files and documentation, including contracts, plans, drawings, warranties, certificates, inspections, permits, correspondence, and closeout materials.

• Support planning for building openings, moves, temporary relocations, classroom or office reconfigurations, and readiness activities.

• Provide administrative and project coordination support for agency educational technology, network systems, telecommunications, cybersecurity, infrastructure, hardware, software, and technology service initiatives.

• Coordinate technology purchases, installations,…