Description

POSITION SUMMARY

The Executive Office Managerperforms senior level administrative/office work reporting directly to the Chief Executive Officer. Work includes serving as a liaison between the CEO and the board of directors and senior management teams; organizes and coordinates executive outreach and external relations efforts; and oversees special projects. The Executive Office Manager will act as a key strategic advisor to the executive team on behalf of the CEO. The EOM monitors and drives execution of progress on key organizational priorities and initiatives, advises on strategic external and internal facing communication, assist with National and Regional projects from conception to completion, and ensures that the CEO’s time is focused on the highest priority items. This position is a hybrid role consisting of three in office days and two work from home days that will be in the Washington, DC office.

ABOUT URBAN ALLIANCE

For more than 25 years, Urban Alliance has provided thousands of young adults with the skills, social capital, and career exposure needed to overcome systemic barriers to equal employment and educational opportunities. Urban Alliance’s programming serves as a bridge between young people, employers, and schools by providing high school students with comprehensive soft skills and digital literacy training, paid internships with local employers, individualized mentoring, case management, and ongoing post-high school planning support. Urban Alliance is one of the few youth workforce development organizations to have its impact proven by a six-year randomized controlled trial and has been recognized as a leader in the field by the book Moneyball for Government, as well as the Chronicle of Philanthropy, NPR, Forbes, the Urban Institute, and the Obama Foundation.

Qualifications

RESPONSIBILITIES

CEO & Executive Support

• Serve as the primary point of contact for internal and external matters pertaining to the CEO.
• Manage the flow and documentation of information to the CEO (including facilitating timely and efficient decision-making and prioritization of the CEO’s time and focus)
• Edits and creates acknowledgement, follow-up, and thank you communications from the CEO to donors and or partners when needed.
• Provide high-level administrative support to the CEO, managing both business calendars, appointments, and travel arrangements, ensuring effective time management and prioritization of tasks.
• Proactively anticipating the CEO needs and priorities, ensuring all relevant materials and information are prepared in advance.

Administrative Support

• Assist with special projects, designing and producing complex documents, reports, and presentations.
• Support and help coordinate events for Urban Alliance
• Collecting and preparing information for meetings with staff and outside parties; composing and preparing correspondence; maintaining contact lists; making travel arrangements; and completing expense and mileage reports.
• Prepare Word, Excel and PowerPoint decks, agendas, reports, and other documents as needed.

Office Management

• Coordinate and attend all Executive Team meetings and retreats and assist with staff meetings and events as needed.
• Maintains office efficiency by planning and implementing office systems, layouts, and equipment procurement.

• Handle a wide range of confidential and sensitive information with the utmost discretion and professionalism.

• In collaboration with the HR department create and lead various internal national meetings including, but not limited to employee All-Staff and other meetings as needed.
• Serve as a logistical lead for large scale organizational events (retreats, meetings, conferences, professional development, office moves, virtual or hybrid)

Board Relations and Governance

• Serves as the CEO’s administrative liaison to the UA board of directors.
• Provide best-in-class board governance guidance and support to the CEO while preparing all material for board meetings.
• Support the CEO in developing efficient and effective approaches to board member engagement, planning for board meetings, and external events.
• Adhere to compliance with applicable rules and regulations set in bylaws regarding board and board committee matters, including advance distribution of materials before meetings in electronic/paper format.
• Aid the CEO with preparation of board meetings, board correspondence and dictating meeting minutes.

QUALIFICATIONS

• Significant executive support experience of 4 years, including supporting C-level executives. Nonprofit board experience is highly preferred.
• Strong verbal and written communication skills.
• Excellent verbal/written communication and relationship building skills with an ability to prioritize, negotiate, and work with diverse set of stakeholders.
• Ability to work well within a cross-functional team environment and diverse communities.
• Demonstrated experience in leading successful organizational change and implementing effective systems, processes, and policies.
• Exceptional project management skills with an expert level in Microsoft office suite application (Outlook, Word, Excel, and Power Point), Adobe Acrobat, and Social Media web platforms.

At Urban Alliance one of our core values is taking care of each other, and this includes offering competitive benefits, paid time off, and options for remote work. The total compensation package for this position is between $60,000-$70,000. In addition to having paid time off between December 25^th and January 1^st, we provide 18 days of paid time off (PTO) plus 10 paid federal holidays, as well as birthday and diversity paid holidays. Additional PTO days are provided to staff after three years. Depending on the calendar, additional paid closure days and early closure days are established each year. Our benefits include a comprehensive health plan with 90% individual healthcare coverage for employees, 403(B) retirement plans with a 3% match, whole life insurance and pre-tax commuter benefits. In addition, this position is required to work from our Washington DC location. Work hours are 40 hours per week and determined based on program needs to allow for both flexibility and work-life balance.

Urban Alliance Vaccination Policy

As established by the Urban Alliance Board of Directors, all employees are required to receive a vaccination against COVID-19, unless a medical or religious reasonable accommodation is approved. If offered a job, the candidate must be able to prove that they have been vaccinated with one of the CDC-authorized vaccines, including either Pfizer-BioNTech, Moderna, or Johnson & Johnson / Janssen or request and be granted an accommodation before their start date.

Our Commitment to Diversity, Equity, and Inclusion

Urban Alliance is a racial and social justice organization committed to creating a diverse, equitable, and inclusive workplace. Urban Alliance is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status. Applicants from all underrepresented groups, including people of color, members of the LGBTQ community, and DACA recipients are encouraged to apply.