Executive Support Manager

The Up Center•Norfolk, VA

About The Position

The Executive Support Manager serves as a trusted partner to the President & CEO and plays a central role in translating organizational priorities into action. This position is responsible for driving execution on key CEO priorities and high-impact organizational initiatives by providing exceptional executive support, strong project management, disciplined follow-through, and cross-functional coordination. A significant portion of this role will be dedicated to advancing strategic agency priorities and special projects, which will evolve based on organizational needs. These initiatives may include major priorities such as capital projects, strategic growth efforts, Board priorities, and other cross-functional initiatives critical to The Up Center’s success. This role also provides support for Board governance processes and oversight of Facilities, including supervision of the Facilities Coordinator role. This is not a traditional administrative support role. The ideal candidate is a highly capable, proactive, and tech-savvy professional who thrives in a fast-paced environment and excels at turning priorities into action. The successful candidate operates with exceptional independence, sound judgment, strong accountability, and a relentless commitment to follow-through.

Requirements

Bachelor’s degree preferred in business administration, project management, communications, operations, or related field.
5+ years of progressively responsible experience in executive support, project management, operations, or administrative leadership roles preferred.
Experience supporting senior executives, managing complex projects, or coordinating cross-functional initiatives strongly preferred.
Experience in nonprofit, behavioral health, healthcare, human services, or other mission-driven environments is a plus.
Exceptional organizational and project management skills.
Orientation to learning, curiosity, and technology.
Strong executive presence and professionalism.
Excellent written and verbal communication skills.
Strong decision-making and problem-solving abilities.
High emotional intelligence and strong interpersonal skills.
Excellent judgment and ability to appropriately escalate issues.
Ability to manage multiple competing priorities with composure and efficiency.
Exceptional attention to detail and follow-through.
Ability to maintain strict confidentiality and exercise discretion.
Demonstrated ability to work independently with minimal supervision.
Strong ownership mindset and commitment to accountability.
Advanced proficiency in Microsoft Office Suite, particularly Outlook, Word, Excel, and PowerPoint, Teams, SharePoint as well as Zoom, Adobe Acrobat, and document management systems.
Advanced ability to build professional presentations, reports, dashboards, trackers, and executive materials.
Strong technical aptitude with demonstrated ability to quickly learn and adapt to new systems, software, and technologies.
Comfort using technology to improve efficiency, organization, communication, and workflow management.
Experience using project management, workflow, or collaboration tools.

Nice To Haves

Experience using AI-enabled productivity tools and automation is a plus.
The ideal candidate is: Exceptionally organized and highly dependable.
Practical, resourceful, and solutions-oriented.
Proactive and forward-thinking.
Calm and steady under pressure.
Person-Centered and Trauma-Informed in communication and action.
Comfortable managing complexity and ambiguity.
Highly accountable with strong follow-through.
Motivated by meaningful work and mission-driven leadership.

Responsibilities

Serve as a trusted partner to the President & CEO in managing priorities, workflow, deadlines, and follow-through.
Manage the CEO’s calendar, meetings, and scheduling with a high level of strategic prioritization.
Prepare executive materials including reports, presentations, dashboards, agendas, talking points, and communications.
Anticipate needs and proactively resolve scheduling conflicts, workflow bottlenecks, and competing priorities.
Handle highly sensitive and confidential information with discretion, sound judgment, and professionalism.
Act as a key communication liaison between the CEO, leadership team, Board of Directors, and external stakeholders.
Develop project plans, timelines, milestones, trackers, and accountability systems to support successful execution.
Implement technology to streamline communication and project management.
Monitor progress and ensure timely follow-through across teams and stakeholders.
Identify barriers to progress and proactively recommend solutions.
Lead and coordinate CEO-led special projects and strategic initiatives requiring strong cross-functional coordination and disciplined execution.
Ensure key priorities remain visible, organized, and moving forward.
Coordinate Board of Directors and committee meeting logistics and annual calendar planning.
Prepare agendas, Board packets, supporting materials, and governance documentation.
Attend meetings as needed and prepare accurate minutes and action summaries.
Track Board action items and ensure timely follow-up.
Maintain Board records to include compliance documents, governance documents, committee rosters, and contact information.
Provide oversight of facilities coordination across organizational locations.
Supervise the Facilities Coordinator responsible for day-to-day facilities support and maintenance coordination.
Manage vendor relationships, service contracts, inspections, and facilities-related service agreements.
Coordinate regular facilities reviews to ensure safe, efficient, and professional work environments.
Oversee organizational security coordination and emergency preparedness processes, including ensuring compliance with CARF and other regulatory requirements.
Support facilities-related projects including renovations, office transitions, and capital improvements.
Build and maintain systems, trackers, dashboards, and tools that improve visibility, accountability, and follow-through.
Identify opportunities to improve workflow, communication, and coordination in support of executive and organizational priorities.
Help create practical processes and tools that improve efficiency and execution.