Executive Office Manager

Job Description

POSITION DESCRIPTION

The Executive Office Manager serves as a force multiplier for the President + CEO, driving transformation, ensuring strategic alignment, and enabling swift execution of bold organizational priorities. This role is not only the conductor of the Executive Office’s operations but also a change agent who thrives in ambiguity, excels at pivoting, and amplifies the effectiveness of the Executive Office. This individual embodies executive presence, represents the President + CEO with professionalism and discretion, and navigates complex interpersonal dynamics with diplomacy and tact. The ideal candidate is highly polished and professional, able to represent the President + CEO and the organization with confidence and discretion in interactions with senior executives, elected officials, and civic leaders.

Like all CSB staff members, the Executive Office Manager fosters an atmosphere of dignity, respect, and inclusivity, adhering to CSB’s Code of Conduct. They ensure equitable treatment of all individuals, regardless of race, religion, color, national origin, ethnicity, ancestry, sex, sexual orientation, gender identity or expression, age, disability, veteran status, familial status, or socio-economic background.

MINIMUM QUALIFICATIONS

Alignment with the organization’s mission and values.

Minimum of 5 years of experience supporting senior executives, with increasing responsibility in strategic coordination or external affairs.

Demonstrated ability to work closely with C-suite leaders, elected officials, consultants, and community stakeholders.

Proven track record of navigating complex, high-pressure environments with discretion, agility, and sound judgment.

Exceptional verbal and written communication skills, with the ability to speak and write with clarity, professionalism, and influence.

High degree of emotional intelligence and executive presence; able to represent the President + CEO and organization with polish and poise.

Mastery of Microsoft Office Suite, Outlook, and virtual meeting platforms.

Bachelor’s degree in Business, Communications, Public Administration, or a related field (Master’s degree or equivalent professional experience strongly preferred).

Notary public certification (or ability to obtain).

WHY JOIN US?

Join us at the epicenter of change. As Executive Office Manager, you’ll work alongside visionary leaders to accelerate bold initiatives, design systems that enhance executive effectiveness, and serve as the President + CEO’s closest partner in execution. You’ll become a key figure in the organization’s leadership rhythm—trusted by the President + CEO, relied on by executives, and respected by the broader community.

If you thrive in a high-velocity environment where no two days are the same—and where your work drives decisions, action, and change—this is your seat at the table. This is your opportunity to lead from the center, where clarity begins, and transformation takes flight.

We prioritize your well-being with comprehensive benefits, including medical, prescription, dental, vision, life, and disability insurance. We also offer a 401(k) retirement plan with employer contributions, pre-tax savings options, paid leave, and more to support a balanced and fulfilling career.

KEY RESPONSIBILITIES

Strategic Leadership and Change Enablement

Serve as a trusted partner to the CEO, anticipating organizational needs and aligning priorities across internal and external stakeholders.

Lead the development and implementation of executive workflows and practices that increase the President + CEO's strategic bandwidth and organizational agility.

Translate high-level vision into structured action through work plan development, meeting design, and cross-departmental coordination.

Manage sensitive and high-impact initiatives that cross functional areas and require discretion, speed, and influence.

Engage confidently and credibly with senior executives, consultants, funders, public officials, and community leaders.

Represent the Executive Office with professionalism and discretion in high-profile engagements with board members, funders, elected officials, and strategic partners.

Executive Office Operations

Maintain a meticulous, high-functioning executive office environment, ensuring order, efficiency, and professionalism at all times.

Manage, sort, and triage incoming communications and materials daily to optimize the President + CEO’s focus on high-priority matters.

Execute high-level administrative functions with discretion and precision, such as document creation, correspondence, and filing.

Draft and send communications from the President + CEO’s ghost email account as directed, maintaining a consistent and professional tone.

Maintain accurate and up-to-date contact lists for partner agency CEOs and their assistants.

Coordinate and manage gift purchasing for key stakeholders, ensuring personalization and alignment with organizational culture.

Plan and prepare staff-wide events and meetings, including agendas and supporting materials, in collaboration with the Chief People + Culture Officer.

Oversee lobbying and ethics compliance, including timely filing of Joint Legislative Ethics Committee reports.

Accurately complete and submit the President + CEO’s timesheets.

Orchestrating Executive Movements

Move beyond scheduling to “orchestrating executive moments that matter,” shaping the strategic flow of the President + CEO’s time and attention.

Schedule and adjust high-stakes meetings with precision, balancing the competing needs of multiple stakeholders.

Anticipate the President + CEO’s needs for meetings, preparing and organizing all materials in advance.

Conduct weekly reviews with the President + CEO to ensure alignment on upcoming meetings, deadlines, and priorities.

Provide administrative assistance for internal and external meetings, ensuring agendas and documentation are seamlessly managed.

Board of Trustees Support

Orchestrate comprehensive orientations for new board members, ensuring timely and thorough integration.

Lead the coordination of annual Board Conflict of Interest processes and the President + CEO’s organizational assessment reporting.

Manage scheduling, agenda preparation, and distribution of materials for all board and committee meetings.

Cross-Organizational Coordination

Facilitate alignment and communication between the Executive Office and key departments, ensuring clarity and momentum on shared priorities.

Serve as a trusted liaison and communicator across departments and external stakeholders, including high-ranking community leaders and institutional partners.

Serve as the go-to expert for virtual meeting platforms and in-office audio-visual systems.

Act as an authorized notary public for executive and organizational needs.

Expense Management

Handle travel arrangements, conference registrations, and reimbursement processes for the President + CEO and Executive Leadership Team.

Ensure monthly reconciliation of corporate card charges with accuracy and timeliness.

SKILLS, KNOWLEDGE, AND ABILITIES

Mastery of Microsoft Office Suite, Outlook, and virtual meeting platforms.

Exceptional written and verbal communication skills tailored for high-level and public-facing audiences.

Strong strategic thinking and problem-solving abilities; able to connect details to the bigger picture.

Ability to manage multiple high-priority projects with discretion, agility, and diplomacy.

High emotional intelligence and interpersonal dexterity across diverse internal and external audiences.

Strong political acumen and cultural fluency; able to read the room, anticipate dynamics, and adjust tone accordingly.

Experience interfacing with executives, board members, community leaders, consultants, and elected officials.

KEY COMPETENCIES

Executive Presence: Commands credibility and respect in senior-level engagements. Communicates with confidence, clarity, and diplomacy.

Strategic Foresight: Sees around corners, anticipates needs, and aligns actions with broader goals.

Organizational Agility: Understands formal and informal systems; navigates complex relationships to move work forward.

Change Navigation: Embraces ambiguity and shifting priorities; pivots quickly while keeping long-term plans on track.

Emotional Intelligence: Demonstrates empathy, self-awareness, and interpersonal insight in high-stakes situations.

Relationship Stewardship: Cultivates trust with internal and external stakeholders, including board members and public officials.

Discretion and Integrity: Maintains confidentiality and exercises sound judgment in sensitive matters.

Precision and Excellence: Delivers high-quality, error-free work under tight deadlines with close attention to detail.

Community Shelter Board leads a coordinated, community response to homelessness and housing instability. As a crisis response system, our work is dynamic and urgent. This is an in office position. While much of it takes place during standard business hours, this role requires flexibility and a readiness to work outside those hours, including early mornings, evenings, or weekends, to support high-impact initiatives, public events, and engagement with key partners, elected officials, and community leaders.

Full-time

Hybrid remote