Executive Administration Manager

Job DetailsJob Location: Company HQ - Ann Arbor, MI 48104Position Type: Full TimeEducation Level: 4 Year DegreeJob Category: Nonprofit - Social Services

Position Summary

The Executive Administration Manager provides high-level administrative, operational, and project-management support to the Chief Executive Officer and JFS leadership. This position serves as a central coordination point among the CEO, Board of Directors, leadership team, staff, community partners, and other stakeholders.

The Executive Administration Manager anticipates organizational needs, manages competing priorities, supports effective decision-making, and ensures that executive and governance-related activities are completed accurately, professionally, and on time. The ideal candidate is highly organized, discreet, resourceful, and comfortable working independently in a fast-paced, mission-driven environment.

Essential Responsibilities

Executive Support

Manage the CEO's calendar, appointments, meetings, travel arrangements, and scheduling priorities
Prepare meeting agendas, briefing materials, presentations, correspondence, reports, and other executive documents
Monitor deadlines, commitments, and follow-up items involving the CEO and leadership team
Review and prioritize requests directed to the CEO, exercising sound judgment regarding urgency and appropriate next steps
Draft, edit, and proofread communications on behalf of the CEO
Maintain confidential executive, personnel, financial, legal, and organizational records
Anticipate administrative and logistical needs and address potential issues proactively

Board and Governance Administration

Coordinate meetings of the Board of Directors and assigned Board committees
Prepare and distribute agendas, meeting materials, reports, resolutions, and other governance documents
Attend meetings as assigned and prepare accurate, timely minutes
Maintain official Board records, governing documents, committee rosters, meeting calendars, and records of Board actions
Serve as Board liaison and administrator for BoardSpot (board management) and GivEffect (donor relationship management) software
Track Board and committee assignments, decisions, deadlines, and follow-up responsibilities
Support Board member orientation, communication, engagement, and annual governance processes; maintain the Board Handbook
Compile monthly Board Report and other Board-facing materials for accuracy and clarity
Assist the CEO and Board leadership with preparations for retreats, strategic discussions, and special meetings

Leadership and Organizational Coordination

Coordinate leadership-team meetings, including scheduling, agenda development, materials, minutes, and follow-up
Help maintain communication and workflow among executive leadership, department leaders, and administrative staff
Lead development and maintenance of the organization's multi-year Integrated Strategic Plan, including priority areas and department-level action plans across 12+ departments
Track organizational priorities, special initiatives, and time-sensitive projects
Develop and maintain administrative systems that improve consistency, accountability, and access to information
Support the implementation of organizational policies, procedures, and strategic priorities
Coordinate information and documentation requested by funders, auditors, government partners, legal counsel, and other stakeholders, including CARF recertification and grant reporting support
Research SAM.gov exclusions in support of grants, audit, and project requests
Identify opportunities to streamline administrative processes and improve organizational efficiency

Project and Event Management

Manage or support special projects assigned by the CEO from planning through completion
Establish project timelines, coordinate participants, monitor deliverables, and communicate progress
Manage the RFP process for special projects, including vendor solicitation, comparison worksheets, and audit-ready documentation
Coordinate executive, Board, donor, community, and organizational meetings and events
Manage event logistics, including facilities, invitations, registration, catering, materials, technology, and follow-up
Work with internal departments and external vendors to ensure that projects and events are completed within established timelines and budgets

Office and Administrative Operations

Support efficient day-to-day administrative operations across the organization
Maintain organized electronic and physical filing systems in accordance with organizational policies and confidentiality requirements
Coordinate contracts, subscriptions, purchases, invoices, and vendor relationships within the position's assigned responsibilities, including managing the relationship with the agency's insurance provider and maintaining current Certificates of Insurance (COIs)
Act as purchasing agent for agency-wide purchases; manage the agency's Amazon Business account(s), including order placement and account administration
Upload and reconcile receipts for orders placed on behalf of the CEO and COO
Organize and maintain purchasing justification documentation for agency purchases
Coordinate business card ordering, office supply ordering, and kitchenette/break room supply ordering
Assist with the development and maintenance of administrative procedures, templates, calendars, and shared resources
Provide backup administrative support and help coordinate coverage during periods of high activity or staff absence
Perform other duties and special assignments consistent with the position's responsibilities

Qualifications

Required Qualifications

Bachelor's degree in business administration, nonprofit management, communications, public administration, or a related field, or an equivalent combination of education and relevant experience
At least five years of progressively responsible administrative, executive-support, project-management, or organizational-operations experience
Demonstrated experience supporting senior executives, leadership teams, or governing boards
Exceptional organizational and time-management skills, with the ability to manage multiple priorities and deadlines
Excellent written, verbal, and interpersonal communication skills
Strong editing, proofreading, recordkeeping, and document-preparation abilities
Strong proficiency with Microsoft 365 or comparable workplace technology, including word processing, spreadsheets, presentations, email, calendars, virtual meetings, and shared-document systems

Preferred Qualifications

Experience working in a nonprofit, human-services, healthcare, philanthropic, or community-based organization
Experience coordinating organizational projects, executive events, or strategic-planning activities
Experience with board management and donor management platforms (e.g., BoardSpot, GivEffect)
Project management certification (e.g., CAPM, PMP) a plus