Executive Administrative Manager

Future Ready Five Future Ready Five (FR5) is a dynamic nonprofit organization dedicated to preparing children for success in kindergarten and beyond.

We focus on providing essential early learning resources and support to underserved communities.

Our goal is to create a solid foundation for lifelong learning and development.

Position Summary The Executive Administrative Manager supports the Chief Executive Officer (CEO) in the effective management of organizational operations, board relations, grant administration, and core administrative functions.

This position plays a central role in coordinating cross-departmental activities, maintaining operational systems, supporting governance requirements, and ensuring timely execution of priorities.

The Executive Administrative Manager also performs basic bookkeeping functions and partners with the Chief Financial Officer to support financial accuracy and compliance, the development team to support grants management and other functions, and the operations team to help coordinate events and external communications.

The position requires strong organizational skills, discretion, sound judgment, and the ability to work collaboratively across all levels of the organization.

Essential Duties and Responsibilities Board and Governance Support - Serve as primary point of contact for the Board of Directors and board committees.

- Prepare board meeting agendas, materials, presentations, and minutes.

- Maintain governance records, board documents, and organizational policies.

- Coordinate meeting schedules, communications, and follow-up actions.

- Attends and takes notes at critical meetings on behalf of the CEO.

- Ensure compliance with governance requirements, bylaws, and reporting obligations.

Grant Management - Track all grant activities, including application deadlines, reporting requirements, and deliverables.

- Assist in preparation of grant proposals and supporting documentation.

- Maintain accurate grant files and documentation for audit and compliance purposes.

- Collect program data and financial information needed for grant reporting.

- Monitor grant budget expenditures and provide updates to the CEO and program staff.

Operations and Administrative Management - Assist in developing and maintaining systems, policies, and procedures that support efficient operations.

- Oversee administrative workflows, including vendor management, scheduling, and internal communications.

- Manage organizational calendars, shared files, and operational documentation.

- Support human resources tasks such as onboarding coordination and benefits paperwork.

- Lead or manage special projects as assigned by the CEO.

- Represents the organization at key building facilities meetings.

-Process and distribute external mail communications.

-Coordinates, sets up, and delivers materials for organizational events.

Bookkeeping and Financial Support - Process invoices, reimbursements, credit card receipts, and vendor payments in accordance with financial policies.

- Monitor grant-related spending and prepare financial summaries for internal review.

Executive Support - Manage and prioritize the CEO’s schedule, meetings, correspondence, and follow-up tasks.

- Prepare briefing materials and background documents for CEO engagements.

- Support internal and external communications on behalf of the CEO.

- Track progress on strategic initiatives and organizational goals.

Required Qualifications - Bachelor’s degree preferred; education may be substituted with commensurate professional experience.

- 3+ years of progressively responsible experience in nonprofit administration, operations, project management, or a related field.

- Experience working with executive boards, grants, or funder relationships is strongly preferred.

- Familiarity with bookkeeping and financial systems is preferred (e.g., Financial Edge) - Excellent written and verbal communication skills.

- Strong organizational skills with ability to manage multiple priorities and meet deadlines.

- Demonstrated discretion, confidentiality, and professionalism.

- Ability to work independently and collaboratively in a small-team environment.

- Proactive problem solver who can creatively identify challenges and provide solutions quickly.

- Embraces change in a fast-moving environment.

-Tech savvy: · Uses AI effectively to produce better results, faster.

· Expertise with Google Apps (Drive, Calendar, Docs) · Strong skills with Microsoft Office · Project Management & CRM software experience a strong plus.

Work Environment and Physical Requirements - This position operates in a professional office environment or hybrid setting.

- Requires regular use of standard office equipment such as computers, phones, and printers.

- Occasional evening or weekend hours may be required for board meetings, events, or deadlines.

- Must be able to sit or stand for extended periods and lift to 35 pounds on occasion.

Compensation Salary Range: $70,000 – $85,000 annually, depending on experience, responsibilities, and organizational budget.

A comprehensive benefits package is offered, including health insurance, paid time off, retirement contributions, and/or hybrid work flexibility.