Office Manager

Job Title:

Executive Assistant & Office Manager FLSA Status:
Exempt

Reports To:

Scout Executive / CEO Position Summary & Purpose

The Executive Assistant & Office Manager serves as the trusted administrative partner to the Scout Executive while overseeing the day‑to‑day administrative operations of the Orange County Council office. This highly visible position requires exceptional judgment, professionalism, confidentiality, and organizational skills to support executive leadership, interface with the Executive Board and community leaders, and supervise the Council's administrative support team.

This role combines executive‑level support with operational leadership by ensuring efficient office operations, coordinating governance activities, managing administrative personnel, and maintaining a professional, responsive environment that supports the Council's mission.

• Serve as the primary Executive Assistant to the Scout Executive.
• Manage complex calendars, appointments, travel, and meeting schedules.
• Prepare correspondence, presentations, reports, agendas, and confidential documents.
• Screen communications and exercise sound judgment regarding priorities and access.
• Coordinate executive meetings and follow‑up on action items.
• Maintain highly confidential information with absolute discretion.
• Anticipate the administrative needs of the Scout Executive and proactively resolve issues.

• Serve as the primary liaison between the Scout Executive and Executive Board members.
• Coordinate Board of Directors and Executive Committee meetings.
• Prepare meeting notices, agendas, board packets, presentations, minutes, and supporting documentation.
• Maintain board records, governance files, resolutions, and official Council documents.
• Coordinate communications with board members, community leaders, and key stakeholders.
• Support special events, donor meetings, and executive‑level functions.

• Direct the daily administrative operations of the Council office.
• Develop and improve office procedures, workflows, and administrative processes.
• Ensure efficient office operations and appropriate administrative coverage.
• Coordinate purchasing of office supplies, equipment, and vendor services.
• Oversee office technology, equipment maintenance, and facility administrative needs.
• Assist with departmental budgets and expense tracking.
• Recommend operational improvements that enhance efficiency and customer service.

• Supervise, coach, and support a team of four administrative employees.
• Delegate work assignments and establish priorities.
• Conduct training and provide ongoing performance feedback.
• Participate in performance evaluations, employee development, and corrective coaching as needed.
• Foster teamwork and accountability within the administrative staff.
• Coordinate staffing schedules and workload distribution.

• Assist in the development, monitoring, and administration of departmental and administrative operating budgets by tracking expenditures, identifying variances, ensuring fiscal accountability, and recommending cost‑effective solutions to support Council operations.
• Establish service standards for front‑office operations.
• Ensure consistent, professional interactions with volunteers, donors, parents, staff, and community members.
• Assist with organization‑wide administrative projects.
• Support HR, finance, membership, and program departments with special initiatives.
• Maintain accurate records and ensure compliance with organizational policies.

Maintain administrative operating expenses within approved budget parameters through proactive monitoring, accurate forecasting, timely reporting, and responsible resource management.

• Exceptional organizational and project management skills.
• Advanced written and verbal communication skills.
• Strong interpersonal skills with the ability to build relationships at all organizational levels.
• Ability to exercise sound judgment and maintain strict confidentiality.
• Excellent leadership and supervisory skills.
• Ability to manage…