Executive Support Manager

The Baton Rouge Alliance for Students works in partnership with parents, community, civic leaders and policymakers to achieve the shared goal of an excellent education for every Baton Rouge student. We are dedicated to elevating the voice of students and families in our community. The Alliance's work focuses on the areas of: Empowering Families, Elevating Community, and Engaging Leaders.

The Alliance's Executive Support Manager is charged with providing administrative and operations support to the organization and its executive team. This position reports directly to the organization's Chief Executive Officer and provides critical support to the organization's highest-level decision-makers. The ideal candidate is a self-starter, has good judgment, exercises an appropriate sense of urgency, broadly defines what is within their control, anticipates needs, displays a high level of discretion, and is comfortable in a technology-rich environment.

OBJECTIVES & RESPONSIBILITIES

• Chief Officer Support
  • Supports the CEO and Chief Strategy Officer with high-level administrative support and follow-up on matters arising from meetings, and keeping relevant notes in calendar events including:
    • Maintains complex and extremely active calendar and logistical needs, exercising considerable discretion and judgment as to priorities and effective use of the executive's time
    • Confirms all meetings, necessary materials, and meeting locations in advance
    • Reviews upcoming meetings and events weekly with their executive
    • Arranges complex and detailed travel plans, itineraries, and agendas; compiling documents for travel-related meetings
  • Serves as a “gatekeeper” to the CEO, screening meeting requests and visitors and ensuring the CEO's time is managed efficiently.
  • Completes regular reporting on behalf of the CEO and CSO, including monthly state ethics and expenditure reports
  • Completes accurate and timely expense reports. Assists on as-needed basis with routine accounting work as well as special projects and audits.
  • Provides support for board meetings of three affiliated organizations, including scheduling, taking minutes, preparing and providing pre-read packets, preparing technology, and maintaining records of board action
  • Proactively relieves the CEO of as much administrative detail as possible by efficiently and independently performing all duties.
  • Assists with correspondence/report preparation and other administrative functions as necessary, including file maintenance, copying/printing.
• Office Management
  • Staffs office during open office hours (8:30am-5pm M-Th, 8:30am-2pm F).
  • Maintains professional office environment including ensuring appropriate office, clerical, and entertaining supplies, ensuring team members have the appropriate office set-up and technology, and managing office physical plant.
  • Primary contact with: 1) property manager for maintenance and other requests; 2) office cleaners, and 3) IT support.
  • Assists with onboarding and offboarding of new and departing employees (i.e.: setting up workstations, coordinating paperwork).
  • Leads records management for the organization in a largely paperless environment.
  • Provides minutes or action items for internal meetings, ensuring follow-up is provided to team members.
• Other administrative duties as assigned
  • Supports the Relationships and Experiences Manager with events, including managing RSVP lists, securing venues, ensuring appropriate technology and materials, ordering meals or refreshments, and participating in set-up and tear-down
  • Works with vendors to obtain necessary financial documentation (invoices, W-9s, etc.) and submits them for processing.
  • Operational support for the different events on the day of.
  • Performs administrative duties for the organization's programming. (CHANGEMAKERS, Torch, Red Stick Schools Guide, Education as a Civil Right, etc.) as directed by the Relationships and Experience Manager.

EDUCATION AND QUALIFICATIONS

• Preferred: Associate's degree in Business, Management, Marketing, Accounting, Communications, Non-Profit Management, or related field and 3+ years of experience.
• Five years experience in a similar role may be substituted for Associate's degree.
• Experience supporting high-level executives is mandatory.
• Proactive problem-solving. Must anticipate needs and proactively address issues before they escalate, while maintaining a positive attitude.
• A high level of discretion to handle sensitive and confidential information.
• Comfort with a demanding and fast-paced work environment.
• Ability to self-start and self-manage, meet deadlines, prioritize tasks, and organize activities.
• Professional demeanor, people skills, and leadership capabilities. This role is often the first contact external stakeholders have with the organization. Must represent the organization and CEO professionally and effectively.
• Comfort with a cloud-based environment and with adopting new business technology.
• Proficient with Google Office Suite: email, sheets, docs, slides, or equivalent Microsoft office product.
• Strong communication skills, both orally and in writing.
• Ability to juggle and prioritize multiple tasks and achieve completion deadlines.
• Excellent listening skills and ability to establish rapport with decision-makers.
• Experience with basic accounting processes.
• Willingness for occasional after-hours and weekends event support.