Executive Services Manager; Confidential​/Management Position

$89,641.76 - $ Annual

San Leandro, CA

The Executive Services Manager supports and coordinates daily activities of executive office. This position serves as a key operational partner to the Executive Director and Associate Executive Director. The position manages administrative workflows, supervises Executive Office staff, and coordinates Board of Directors activities, cross-departmental initiatives, executive-level functions, and organization-wide projects.

The Executive Services Manager supports and coordinates daily activities of executive office. This position serves as a key operational partner to the Executive Director and Associate Executive Director. The position manages administrative workflows, supervises Executive Office staff, and coordinates Board of Directors activities, cross-departmental initiatives, executive-level functions, and organization-wide projects.

The Executive Services Manager oversees Board governance operations, including meeting compliance, accessibility, public notices, official documentation, and Board-related website content. The position also serves as a primary point of contact for public inquiries and coordinates the handling of confidential legal documents with outside counsel and appropriate agency representatives.

Additionally, the Executive Services Manager conducts high-level research; anticipates operational needs and potential challenges; evaluates and implements software, tools, and systems; and leads process-improvement initiatives to enhance organizational efficiency. This position requires strong leadership, exceptional communication and organizational skills, sound judgment, a solution-oriented approach, and the highest degree of professionalism and confidentiality.

• Serves as the Executive Director’s operational partner, ensuring timely execution of priorities.
• Supervises the Executive office staff, including hiring, coaching, and conducting performance evaluations.
• Provides high-level administrative and clerical support to the Executive Director and Board of Directors, ensuring the agency remains responsive to individuals, families, and providers.
• Provides project management support for Executive Team and organization-wide initiatives, including developing project plans, establishing timelines, coordinating stakeholders, monitoring progress, and ensuring timely completion of deliverables.
• Anticipates and forecasts operational needs, potential challenges, project risks, and resource requirements; develops practical, solution-oriented recommendations to support informed decision-making and successful project outcomes.
• Acts as a key point of contact for the Executive Team and ensures efficient day-to-day operations.
• Manages the Executive Director’s calendar, meetings, appointments, and travel arrangements, including flights, lodging, and transportation.
• Maintains confidential information and utilizes multiple software platforms (One Drive, Google Drive, Docu Sign, Survey Monkey, etc.), while learning new applications as needed.
• Manages and supports Executive Team projects, including compliance reporting.
• Coordinates meetings, including preparing agendas and documenting minutes and action items.
• Manages the Board calendar, agendas, and minutes. Ensures all Board and committee meetings comply with legal requirements, including ADA accessibility, translation services, timely posting of materials, and proper public notice. Manages meeting access, oversees transcription of minutes, and ensures Board members receive necessary support and accommodations. Maintains all required Board documentation, including annual updates, conflict-of-interest forms, and term/composition records.
• Maintains and updates the RCEB website, including Upcoming Events, Board of Directors pages, and committee pages. Posts monthly agendas, minutes, policies, RFPs, and other approved materials. Requests and uploads translated documents as…