Executive Office Manager

City of Cleveland•0102 - Mayor Office, OH

About The Position

The Executive Office Manager oversees the administrative and operational functions of the Office of the Mayor, including office operations, budget and financial administration, payroll and human resources coordination, purchasing, and administrative services. The position ensures office processes are organized, accurate, timely, and compliant with applicable City policies and procedures. Working closely with the Director of Executive Operations and Scheduling and coordinating with the City’s Finance and Human Resources departments, the Executive Office Manager independently manages established administrative processes, maintains accurate records, coordinates internal and external service providers, and resolves routine operational issues. The role requires sound judgment, strong organizational skills, attention to detail, and the ability to handle sensitive and confidential information in a fast-paced executive environment. The Office of the Mayor is a department of approximately 27 full-time employees with an operating budget of approximately $4 million. The Mayor’s staff provides supervision and management assistance to City-funded neighborhood projects and City service operations. The office informs the Mayor about the operational status of service programs and responds to inquiries from Council members, government agencies, citizens, and the business community about programs that affect them. Key programs include government and international affairs, the Office of Communications, and Special Projects and Strategic Priorities.

Requirements

High school diploma required.
At least five years of related experience supporting high-level executives or public officials in an administrative role.
Demonstrated experience handling confidential information and exercising sound judgment.
Experience maintaining accurate financial, payroll, or personnel records and following established procedures and internal controls.
Ability to work independently, anticipate administrative needs, and follow through on tasks involving multiple departments and stakeholders.
Excellent verbal and written communication skills.
Excellent prioritization, organizational, and attention-to-detail skills.
Excellent time management skills and a proven ability to meet deadlines.
Ability to function well in a fast-paced and sometimes stressful environment.
Proficient in English grammar, punctuation, and spelling.
Extremely proficient with Microsoft Office Suite, including SharePoint, and able to learn new or updated software.

Nice To Haves

Bachelor’s degree in business administration or a related field.

Responsibilities

Oversee day-to-day administrative operations of the Office of the Mayor, including office readiness, meeting room management, security and hospitality coordination, supplies, equipment, and vendor relationships.
Identify and resolve routine operational issues and ensure the office has the resources and support needed to function effectively.
Coordinate administrative constituent services, including preparation, tracking, and delivery of proclamations, commendations, and condolence communications.
Manage office administrative and financial processes with the City’s Finance department, including budget preparation and tracking, purchasing and requisitions, invoice processing, expense monitoring, vendor and contract administration, and financial recordkeeping.
Support development of the annual operating budget of approximately $4 million and monitor expenditures for sound budget management and compliance with City procedures.
Serve as custodian of designated office funds and purchasing instruments, including petty cash, gift cards, and credit cards; maintain supporting documentation and reconciliations and follow City financial controls and reporting requirements.
Coordinate designated payroll and human resources processes with the City’s Human Resources department, including payroll processing, cost-of-living adjustments, longevity payments, HR system maintenance, onboarding and offboarding, and related administrative tasks.
Participate in HR lead meetings and ensure deadlines, documentation requirements, and procedures are followed.
Order and process materials through the City Print Shop, including cards, letterhead, and business cards.
Schedule meetings and events on behalf of the Mayor when the Mayor’s Director of Executive Operations and Scheduling is absent.
Coordinate the Mayor’s Office participation in designated Citywide initiatives and employee engagement activities, including United Way and Harvest for Hunger campaigns, Citywide parades and walks, and staff gatherings.
Perform other duties as assigned by the Mayor, Chief of Staff, or Deputy Chief of Staff.