Manager, Office of the CEO

Safe Horizon • New York, NY

118d • $70,000 - $80,000

About The Position

The Manager, Office of the CEO provides high-level support to the CEO and some of the senior executives, often handling sensitive information and complex scheduling. They are skilled in managing the intricacies of an executive's day-to-day activities, from coordinating travel arrangements to preparing important documents for meetings. Their role requires a high degree of professionalism, discretion, and the ability to anticipate the needs of the executives they support. The role is crucial in enabling executives to focus on strategic decision-making by efficiently providing administrative, scheduling, and project-based support to the CEO, Chief of Strategy & Board Engagement, and Chief Financial Officer. This position will take work direction from the Chief of Strategy & Board Engagement, performing confidential and time-sensitive tasks, managing fast-paced executive calendars, working independently on special projects from conception to completion, supporting internal communications, and coordinating contracts and systems on behalf of the CEO. The candidate must be able to work under pressure to handle a wide variety of activities with discretion. This role also coordinates Safe Horizon Board of Directors meetings, Board Committee meetings, Executive & Senior Team meetings, Leadership Team meetings, and other meetings as needed.

Requirements

• High degree of expertise in Microsoft Office (SharePoint, Outlook, Teams, Word, Excel, PowerPoint) and Zoom
• Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment
• Excellent customer service mentality; must display tact and diplomacy in difficult or sensitive situations
• Ability to maintain confidentiality
• Ability to work effectively with all levels of staff including internal and external stakeholders
• Active modeling of and commitment to Safe Horizon mission, vision, and values, including anti-racism and survivor support
• Demonstrated strong project management skills, initiative, and results-oriented approach
• Track record of success in executing external meetings and events
• Excellent service-orientation, an eye for detail, fresh ideas, initiative, notable work ethic and results-focused
• Excellent written and oral communication skills
• Operational flexibility to meet sudden and unpredictable business needs
• Bachelor's degree or relevant equivalent experience and minimum of 3 years' experience supporting executive leaders

Nice To Haves

• Notary Public preferred; may be asked to take exam to become a licensed notary public
• Canva and Acrobat fluency a plus

Responsibilities

• Coordinate and support effective operation of the CEO office
• Daily, fast-paced management of CEO and other executives' calendars for a wide variety of in person and virtual meetings, appointments, and travels
• Schedule appointments to maximize executives' work time while ensuring priorities are met
• Work closely and effectively with the CEO, Chief of Strategy & Board Engagement, and CFO to keep them well informed of upcoming commitments and responsibilities
• Optimize workflows, implement administrative systems, and ensure that all executive-led projects align with organizational goals
• Handle highly confidential aspects of executive management, serving as a liaison between the executive(s), board, and key stakeholders
• Long-term planning and management of CEO and executives' time through annual scheduling, calendar analysis, and quality improvement activities
• Maintain a welcoming and professional office for staff and visitors
• Serve as the executives' administrative liaison to Safe Horizon's Board of Directors
• Manage and update relevant SharePoint sites for Executive Team and Board of Directors
• Support agency internal communications planning, calendar, and reporting
• Arrange travel within prescribed schedule and cost parameters
• Manage and process executives' expense reports for review and payment
• Process purchase requests on behalf of executives
• Screen incoming calls as necessary and ensure appropriate follow-up
• Maintain appropriate contacts for executives; create, update and maintain contact databases if needed
• Handle confidential matters including organizational updates and strategic initiatives
• Track and coordinate organizational contract activities for CEO
• Liaise with Development & Communications Department regarding CEO interface with donors, prospects, and other external stakeholders
• Ensure that all support activities are efficient and effective
• Manage a wide variety of other projects as assigned
• Serve as a contributing member of Executive Assistant Team
• Provide back-up administrative support for other executives or leaders as needed
• Provide coverage for the reception area as needed
• Collaborate with other administrative support staff to ensure adequate coverage
• Train and mentor other agency administrative staff as appropriate
• Support agency special initiatives like All Staff Day, holiday parties, awards and leadership events
• Maintain organized electronic and physical filing systems
• Provide clerical support to Executive Team as requested
• Hybrid work with three days in office or at other Safe Horizon sites weekly

Benefits

• Paid time-off
• Medical, Dental, Vision, and Life Insurance
• 403(b) Retirement Plan
• Medical/Dependent Care Flexible Spending Accounts
• Tuition Assistance Program
• Commuter Benefits Program
• Gym Reimbursement
• Parental Leave
• Employee Learning Center

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Industry: Social Assistance
• Education Level: Bachelor's degree