Administrator, Executive Office

Girl Scouts of Western Ohio•Cincinnati, OH

5d•$53,000 - $60,000•Hybrid

About The Position

ADMINISTRATOR, EXECUTIVE OFFICE Girl Scouts of Western Ohio is seeking an Administrator, Executive Office to join our team! Manages the office of the CEO and provides exceptional executive level support, constituent service and project management and execution for the Chief Executive Officer, Executive Team and Board of Directors. The Administrator, Executive Office is the CEO’s trusted counsel and must be a highly resourceful individual with strong emotional intelligence, self-motivation, leadership through influence and strong communication and analytical skills. The role demands the ability to work independently on projects from conception to completion and requires acumen and finesse to handle complex situations and multiple responsibilities simultaneously mixing long-term projects with the urgency of immediate demands. Must be able to work under pressure at times and handle a wide variety of activities, relationships and confidential matters with utmost discretion. This is an exciting opportunity to work at the heart of a nationally recognized nonprofit organization, helping to advance a mission that makes a meaningful impact in the lives of girls across our council footprint and beyond. This position is based out of our headquarters location - the Cincinnati Girl Scout Center in Blue Ash, Ohio.

Requirements

Associate’s degree or equivalent work experience in senior administrative management.
At least five years of experience in executive or senior leader administrative support.
Strong organizational skills that reflect the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail.
Proven ability to handle confidential information with discretion and be adaptable to various competing demands.
Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint).
Familiar with project management software such as Asana.
Proficiency in assimilating to new digital platforms.
Excellent verbal and written communication skills with demonstrated ability to compose organizational reports, governance documentation, executive communications and correspondence with minimal assistance.
Mathematical and data analytical skills with ability to review and analyze data, financial reports, budgets and organizational KPIs.
Ability to manage high volume of work requirements with attention to detail and accuracy.

Responsibilities

Oversees the efficient management of all CEO Office operations, administration, projects, initiatives and communications (including presentations, reports, letters, email, publications, social media, greetings, voicemail and phone).
Serves as primary point of contact for internal and external constituencies on all matters related to the office or the Board of Directors.
Manage the CEO’s office and ensure administrative support is timely, accurate and of the highest standard and in accordance with organizational guidelines and process.
Manage a diverse range of matters submitted for the CEO’s consideration or approval and determine necessary priorities and approval processes.
Manage all purchasing and contract approval requiring CEO oversight and administrative and governance budgets.
Prepare agendas and manage all logistics for executive and senior leadership team meetings including in-house presentations, reports and scheduling.
Coordinate activities, set agendas and manage deliverables.
Ensure CEO is prepared for all meetings and events.
Provide management and oversight of CEO’s calendar and correspondence, composing written communications.
Respond appropriately to a range of confidential and sensitive business needs, meeting requests and other matters ensuring appropriate counsel, follow-up and resolution.
Provide administrative support including CEO’s travel, timesheet approvals, expense reporting, hosting guests, IT, onboarding leadership staff and all day-to-day executive support functions.
Provide council-wide support to GSWO including: staff onboarding/offboarding, office administration, notary service, submitting maintenance requests, IT support, office security and emergency response.
Oversee all board and governance planning and administration for the Board of Directors, Board Development Committee, task groups/committees, and National Council delegation.
Serve as first point of contact and manage communications for all Board and governance activities.
Ensure the Board, Board Development Committee, task groups/committees, and National Council delegation are regularly informed on relevant GSUSA and council matters.
Create and compile all necessary materials, reports, presentations and correspondence for review and approval on schedule.
Manage all communications and governance tasks pre-and post-meetings.
Coordinate all Board, Board Development Committee and board task group/committee activities: including setting up and managing annual agenda and schedule, roster, mission engagement calendar, conflict of interest, volunteer agreements including compliance and scorecards, demographic surveys, board monitoring and surveys, meeting preparation, minutes, manuals and Board portal administration.
Ensure compliance with Council bylaws, board policies, procedures and manuals.
Facilitate Board, Board Development Committee and Council delegation engagement with membership.
Manage the annual election, annual meeting and special meetings of the Voting Council or membership, including notice, slate preparation, credentialing, education sessions, agenda and presentations, minutes, and communications and tasks pre- and post-meetings.
Serve as the National Council Delegation Liaison and manage all aspects of delegation recruitment, education, travel logistics, proposal management, membership engagement and other delegation activities.
Serve as primary council contact with GSUSA to manage and administer Charter requirements, GSUSA board opportunities with council and Blue Book compliance, GSUSA convening registration, travel and reimbursement.