Safe Horizon, Inc.
Manager, Office of the CEO
hace 22 horas
New York
Job Description Summary: 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. 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. With speed and accuracy, 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, following up appropriately, compiling and coordinating prep activities, and tracking calendar needs, changes, and patterns at a fast pace., • Optimize workflows, implement administrative systems, and ensure that all executive-led projects align with organizational goals., • Handle highly confidential aspects of executive management, bringing critical thinking and decision making while 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; act as an ambassador and culture-carrier for the agency., • Serve as the executives’ administrative liaison to Safe Horizon’s Board of Directors, planning and executing all logistics for executive and board-related business, meetings, and events including attendance, space, technology, catering, venue selection, materials, outreach, and more., • Manage and update relevant SharePoint sites for Executive Team and Board of Directors, including ensuring up-to-date membership, contact information, and governance information related to the Board, as well as agenda & document management for Executive Team., • Support agency internal communications planning, calendar, and reporting., • Arrange travel within prescribed schedule and cost parameters; provide clear and comprehensive travel/meeting details., • 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; interface with city and state systems as well as vendors, support appropriate internal approvals; and oversee a system for CEO contract signoffs., • Liaise with Development & Communications Department regarding CEO interface with donors, prospects, and other external stakeholders; includes outreach, scheduling, prep, research, and more., • Ensure that all support activities are efficient and effective, from travel arrangements to managing complex correspondence and preparing for high-level meetings., • Manage a wide variety of other projects as assigned, potentially including event planning, research, materials development, communications support, and more. 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 at 2 Lafayette to ensure there is adequate coverage while any Executive Assistant is away from work., • Train and mentor other agency administrative staff as appropriate., • Support agency special initiatives like All Staff Day, holiday parties, awards and leadership events, and more., • May supervise other administrative and clerical staff. Duties also include: • Maintain organized electronic and physical filing systems, ensuring records are kept in an organized and readily accessible manner., • Provide clerical support to Executive Team as requested., • Hybrid work with three days in office or at other Safe Horizon sites weekly; visits to agency programs to build relationships and serve as representative of executive office. Required: • High degree of expertise in Microsoft Office (SharePoint, Outlook, Teams, Word, Excel, PowerPoint, including top-notch calendar management skills) and Zoom., • Demonstrated ability to achieve high performance goals and meet deadlines in a fast-paced environment while managing various competing priorities, • 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; willingness to work outside standard established business hours on occasion, • Notary Public preferred; may be asked to take exam to become a licensed notary public, • Canva and Acrobat fluency a plus Hiring Range: $70,000 - $80,000 Full-time Hours: 35 Hours per week Full-time 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 Technology Statement: Applicants may be responsible for providing the equipment and tools they need to work remotely as required, such as access to a computer, internet service, and phone service. Safe Horizon will discuss potential solutions with candidates and may assist where needed and agreed to in advance. If hired, I agree to abide by all of Safe Horizon’s rules and regulations, and understand that, if employed, my employment may be terminated with or without cause, and with or without notice, at any time, at the option of either the company or me. I further understand that no representation, whether oral or written by any representative or agent of the organization, at any time, constitutes a contract of employment. AmeriCorps, Peace Corps and other national service alumni are encouraged to apply. Please follow this link to view complete EEO Law and complaint filing information: Know Your Rights: Workplace discrimination is illegal