Job Description
Position Purpose
The Senior Manager, Executive Office is a direct report to the Chief of Staff and works closely with the President and CEO (CEO) of Big Brothers Big Sisters of America (BBBSA), the nation’s premier youth mentoring service organization. The Senior Manager, Executive Office, is a member of the Executive Office team and is a strategic orchestrator of executive office operations, delivering sophisticated administrative leadership while cultivating critical relationships with key partners and stakeholders on behalf of CEO. The Senior Manager is also responsible for leading integration and planning for cross-functional CEO engagements and helps drive direct accountability for translating enterprise strategy into departmental execution.
The Senior Manager will perform a diverse set of responsibilities that include but are not limited to:
- Overseeing executive and national office administration
- Key partner relationship management
- Travel for the CEO, and additional tasks that support efficiency and ease in the CEO’s leadership of national priorities.
In partnership with assigned team members, the Senior Manager, Executive Office will ensure the CEO has the resources and reliable assistance needed to lead Big Brother Bigs Sisters of America and its network of 200+ affiliate Big Brothers Big Sisters (BBBS) agencies.
The ideal candidate will bring proven expertise in operating within a fast-paced, dynamic environment of varied hours, tight deadlines and competing requirements to manage executive office duties. Understanding the requirements of adaptability, accessibility, and timely responsiveness to requests outside of normal business hours, as needed, will be critical for CEO support. The ideal candidate will have advanced organizational, planning, and time management skills.
Location: Continental United States (100% Remote) FSLA Status: Full Time, Exempt Travel: Approximately 20%
Essential Duties and Responsibilities
Key Partnership Management/Coordination:
- Design and implement a Salesforce-based CRM strategy to support the CEO’s proactive relationship management with donors, board members, partners, and key stakeholders
- Partner with the Chief of Staff and executive team to translate relationship priorities into CRM workflows, contact lists, and outreach cadences
- Create and manage a moves management pipeline to track the status and next steps for high-priority relationships across fundraising, advocacy, and partnership goals
- Train and support staff who contribute to CRM data, establishing data hygiene standards and input protocols
Oversight of CEO Administration/Project Management and Coordination:
- Collaborate effectively across the organization to project manage CEO engagements including BBBS agencies and CEO-led thought leadership convenings
- Lead integration and planning for cross-functional CEO engagements with internal and external stakeholders to deliver maximum impact
- Work in close partnership with the Chief of Staff to provide collaborative oversight and seamless coordination of executive office activities
- Oversee and provide support as needed in Executive Office Project management
- Work in collaboration with the Chief of Staff to align, manage and maximize the CEO’s travel schedule, meetings, deliverables, and engagements
- Work in close partnership with the CEO on deliverables related to stewardship and alignment for BBBSA Board members and meetings
- Work in close coordination with the executive office team on briefing and preparation regarding CEO executive visibility engagements
- Support the CEO in executing priorities, working on and at times leading strategic and priority projects
- Represent the executive office to ensure staff, partners and visitors are received warmly on behalf of the CEO, virtually and in person, and that all requests/messages to or from the CEO are rapidly addressed.
- Support presentation and materials management for CEO-led meetings and communications including but not limited to, presentation slide revisions, email communications, etc.
- Creates and/or formats PowerPoint presentations, correspondence and documents
People Management:
- Recruit, train, retain, and cultivate professional development of direct reports.
- Create a dynamic, supportive, and effective team that is impactful across the BBBSA and the Big Brothers Big Sisters Network.
- Lead and manage resources (people and capital) that retain and cultivate positive, measurable success.
- Monitor progress against performance targets; implement countermeasures as needed.
Culture
- Demonstrate commitment to BBBSA’s shared leadership competencies and organizational values.
- Provide consistent follow-up regarding assigned projects and after meetings.
- Cultivate an environment where all team members feel valued, included, and empowered to achieve their potential.
- Manage related and other duties as assigned in support of department and business needs.
Education, Skills & Related Work Experience
- Education Level: Bachelor’s degree or equivalent, relevant business experience
- Years and Scope of Related Work Experience: A minimum of 8-10 years senior level executive assistance, operations management, administrative and project for a national company; nonprofit and board experience preferred but not required.
Skills and Knowledge:
- Extremely proficient in knowledge and application of Microsoft Office Suite with advanced expertise in Office, Outlook, Word, PowerPoint, and Excel.
- Advanced practical knowledge in organization, project management, travel and relationship management platforms including, but not limited, to Microsoft Asana, OneNote, SharePoint, NEO1 or Concur; Travel, Salesforce CRM, virtual meeting platforms (e.g., zoom, Microsoft Teams, etc.) or similar software with the ability to learn new or updated technology.
- Excellent time management skills with a proven ability to meet deadlines.
- Expert level verbal and written communication skills and attention to detail; Excellent interpersonal skills with proven ability to build rapport and maintain relationships across a variety of internal and external stakeholders; Extensive knowledge of office administration, clerical systems and procedures, and recordkeeping systems.
- Ability to identify and solve problems and appropriately facilitate conflict resolution. Highly organized approach with demonstrated ability to handle multiple projects, set and manage priorities, timelines and budgets within fast-paced environment while maintaining a commitment to high quality, detail- oriented work.
- Leadership and cross functional project management skills with the ability to motivate and galvanize others toward a common goal.
- Proven adaptability, ability to handle multiple projects and timelines and within a fast-paced environment while maintaining a commitment to discretion, timeliness and high quality, detail-oriented work,
- Demonstrates initiative, creativity and innovation; Exceptional attention to detail and organization.
- Sound judgment, discretion, and ability to handle sensitive information.
- Experience with document and file management tools.
Our Commitment
At Big Brothers Big Sisters of America, we recognize, affirm, and celebrate the backgrounds, lives, and experiences of all of our stakeholders, including youth, families, donors, volunteers, and staff. We ensure the opportunity for all voices and perspectives to be heard and honored. In the workplace, we foster an environment where all people can be their best selves. We affirm that every person has the opportunity to reach their full potential. We strive to realize the full potential that is within all of us by ensuring that all voices and perspectives are heard and honored.
Equal Employment Opportunity
BBBSA provides equal employment opportunities to all qualified individuals without regard to race, creed, color, citizenship, religion, national origin, age, sex, familial or marital status, pregnancy, military or veteran status, sexual orientation, gender identity or expression, genetic information, disability, or any other legally-protected status in accordance with applicable local, state, and federal laws, regulations, and ordinances.
Americans with Disabilities Act
Employee must be able to perform all essential job functions, with or without reasonable accommodation.
Job Responsibilities
The above statements reflect the general duties, responsibilities and competencies considered necessary to perform the essential duties and responsibilities of the job and should not be considered as a detailed description of all the work requirements of the position. BBBSA may change the specific job duties with or without prior notice based on the needs of the organization.
Big Brothers Big Sisters of America is directly recruiting and hiring for this position. We are not engaging any staffing/recruitment firms or agencies for this position. If any candidate profile/resume/identifying information is sent to Big Brothers Big Sisters of America and/or Big Brothers Big Sisters agencies, we will not pay any referral or firm fees in relation to this information.
