Executive Administration Manager

JEWISH FAMILY SERVICES OF WASHTENAW COUNTY INC - 2.9

Ann Arbor, MI Job Details Full-time 21 hours ago Qualifications Word processing Spreadsheets Executive administrative support Collaboration with board members Copy editing Video conferencing software Document review Productivity software Video conferences (communication methods) Board relations Full Job Description Position Summary The Executive Administration Manager provides high-level administrative, operational, and project-management support to the Chief Executive Officer and JFS leadership. This position serves as a central coordination point among the CEO, Board of Directors, leadership team, staff, community partners, and other stakeholders. The Executive Administration Manager anticipates organizational needs, manages competing priorities, supports effective decision-making, and ensures that executive and governance-related activities are completed accurately, professionally, and on time. The ideal candidate is highly organized, discreet, resourceful, and comfortable working independently in a fast-paced, mission-driven environment. Essential Responsibilities Executive Support Manage the CEO's calendar, appointments, meetings, travel arrangements, and scheduling priorities Prepare meeting agendas, briefing materials, presentations, correspondence, reports, and other executive documents Monitor deadlines, commitments, and follow-up items involving the CEO and leadership team Review and prioritize requests directed to the CEO, exercising sound judgment regarding urgency and appropriate next steps Draft, edit, and proofread communications on behalf of the CEO Maintain confidential executive, personnel, financial, legal, and organizational records Anticipate administrative and logistical needs and address potential issues proactively Board and Governance Administration Coordinate meetings of the Board of Directors and assigned Board committees Prepare and distribute agendas, meeting materials, reports, resolutions, and other governance documents Attend meetings as assigned and prepare accurate, timely minutes Maintain official Board records, governing documents, committee rosters, meeting calendars, and records of Board actions Serve as Board liaison and administrator for BoardSpot (board management) and GivEffect (donor relationship management) software Track Board and committee assignments, decisions, deadlines, and follow-up responsibilities Support Board member orientation, communication, engagement, and annual governance processes; maintain the Board Handbook Compile monthly Board Report and other Board-facing materials for accuracy and clarity Assist the CEO and Board leadership with preparations for retreats, strategic discussions, and special meetings Leadership and Organizational Coordination Coordinate leadership-team meetings, including scheduling, agenda development, materials, minutes, and follow-up Help maintain communication and workflow among executive leadership, department leaders, and administrative staff Lead development and maintenance of the organization's multi-year Integrated Strategic Plan, including priority areas and department-level action plans across 12+ departments Track organizational priorities, special initiatives, and time-sensitive projects Develop and maintain administrative systems that improve consistency, accountability, and access to information Support the implementation of organizational policies, procedures, and strategic priorities Coordinate information and documentation requested by funders, auditors, government partners, legal counsel, and other stakeholders, including CARF recertification and grant reporting support Research SAM.gov exclusions in support of grants, audit, and project requests Identify opportunities to streamline administrative processes and improve organizational efficiency Project and Event Management Manage or support special projects assigned by the CEO from planning through completion Establish project timelines, coordinate participants, monitor deliverables, and communicate progress Manage the RFP process for special projects, including vendor solicitation, comparison worksheets, and audit-ready documentation Coordinate executive, Board, donor, community, and organizational meetings and events Manage event logistics, including facilities, invitations, registration, catering, materials, technology, and follow-up Work with internal departments and external vendors to ensure that projects and events are completed within established timelines and budgets Office and Administrative Operations Support efficient day-to-day administrative operations across the organization Maintain organized electronic and physical filing systems in accordance with organizational policies and confidentiality requirements Coordinate contracts, subscriptions, purchases, invoices, and vendor relationships within the position's assigned responsibilities, including managing the relationship with the agency's insurance provider and maintaining current Certificates of Insurance (COIs) Act as purchasing agent for agency-wide purchases; manage the agency's Amazon Business account(s), including order placement and account administration Upload and reconcile receipts for orders placed on behalf of the CEO and COO Organize and maintain purchasing justification documentation for agency purchases Coordinate business card ordering, office supply ordering, and kitchenette/break room supply ordering Assist with the development and maintenance of administrative procedures, templates, calendars, and shared resources Provide backup administrative support and help coordinate coverage during periods of high activity or staff absence Perform other duties and special assignments consistent with the position's responsibilities Required Qualifications Bachelor's degree in business administration, nonprofit management, communications, public administration, or a related field, or an equivalent combination of education and relevant experience At least five years of progressively responsible administrative, executive-support, project-management, or organizational-operations experience Demonstrated experience supporting senior executives, leadership teams, or governing boards Exceptional organizational and time-management skills, with the ability to manage multiple priorities and deadlines Excellent written, verbal, and interpersonal communication skills Strong editing, proofreading, recordkeeping, and document-preparation abilities Strong proficiency with Microsoft 365 or comparable workplace technology, including word processing, spreadsheets, presentations, email, calendars, virtual meetings, and shared-document systems Preferred Qualifications Experience working in a nonprofit, human-services, healthcare, philanthropic, or community-based organization Experience coordinating organizational projects, executive events, or strategic-planning activities Experience with board management and donor management platforms (e.g., BoardSpot, GivEffect) Project management certification (e.g., CAPM, PMP) a plus