Job Details

Position Overview

We're seeking a Senior Administrative Manager to provide high-level leadership and operational oversight of administrative functions for a mission-driven organization. Reporting directly to the Chief Executive Officer (CEO), this individual will play a key role in ensuring efficient operations, supporting executive leadership, and managing a team of administrative professionals.

This position requires exceptional organizational, leadership, and communication skills, with the ability to manage multiple priorities in a fast-paced environment.
Key Responsibilities
Executive Support

• Provide comprehensive administrative support to the CEO, including calendar management, meeting coordination, travel arrangements, and document preparation.
• Oversee scheduling priorities, prepare executive reports and board materials, and organize leadership and strategic planning sessions.
• Maintain discretion while managing sensitive and confidential information.

Stakeholder Relations & Meeting Coordination

• Serve as a liaison between the executive office and internal/external stakeholders, including board members, donors, and community partners.
• Coordinate leadership and board meetings: prepare agendas, distribute materials, take minutes, and ensure follow-up on action items.

Administrative & Team Leadership

• Lead and mentor a team of administrative professionals, fostering collaboration and accountability.
• Oversee daily office operations, facilities, and administrative systems to ensure efficiency and compliance.
• Develop and implement policies, procedures, and workflows that align with organizational goals.

Project & Budget Management

• Collaborate with leadership on special projects and cross-departmental initiatives.
• Manage project timelines and deliverables from inception to completion.
• Assist in budget development, track expenses, and ensure administrative operations stay within financial targets.

Governance & Board Support

• Coordinate all board and committee meetings, including materials preparation, scheduling, and logistics.
• Track volunteer hours, maintain rosters, update bylaws or policies as needed, and manage onboarding for new board members.
• Ensure compliance with governance requirements and organizational bylaws.

Continuous Improvement

• Identify opportunities to streamline administrative systems and processes.
• Recommend and implement operational improvements to enhance overall organizational performance.

Qualifications

• Education: Bachelor's degree in Business Administration, Public Administration, or related field preferred (or equivalent experience).
• Experience: 5-7 years of experience in administrative management, including at least 5 years in a leadership role-ideally within a mission-driven or nonprofit organization.

Core Competencies

• Proven ability to lead and develop administrative teams.
• Strong written and verbal communication skills; capable of engaging effectively with executive leadership and external partners.
• Expertise in operations, budgeting, and office systems.
• Strong project management and organizational skills.
• High level of professionalism, discretion, and integrity.
• Proficient in Microsoft Office Suite, virtual meeting platforms, and project management tools.

Work Environment
This position is based in a professional office environment with some flexibility for remote work. Occasional travel may be required for meetings or events.