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Birmingham Green · 7 hours ago

Executive Office Manager

Manassas, VA, US

Full-time

Hybrid

Senior Level, Lead/Staff

10+ years exp

Birmingham Green is a Nursing Home and Assisted Living Facilities provider dedicated to exceptional care. The Executive Project Manager is responsible for managing the Executive Office, supporting the CEO and Board of Directors, and overseeing high-impact organizational projects.

Assisted LivingHealth CareHome Health CareNon Profit

Responsibilities

Act as trusted personal assistant to the CEO

Manage personal relationships of the CEO with senior external stakeholders (calls, correspondence, meetings, visitor, etc.). Maintain the stakeholder relationship database accordingly

Organize travel and meetings arrangements for executives

Coordinate sensitive issues upon request of the CEO

Assist the CEO as appropriate to prepare and edit communications, mailings, letters, presentations and other documents (particularly PowerPoint)

Support the CEO to organize the Board of Director meetings

Organize overall logistics support for Board meetings: event preparation, board members travels (itineraries, hotel bookings, document gathering etc.)

Interact with Board members as appropriate

Prepare Executive Board meetings and support as appropriate sub committees of the Board

Attend Board meetings. Record, transcribe and distribute minutes of Board meetings under the supervision of the CEO / Secretary of the Board (board member)

Liaise with relevant heads/directors in charge of agenda items to ensure timely delivery of content and preparation of decisions

Coordinate with the Compliance Officer/Designee appropriate reports to ensure compliance to internal rules

Organize planning of Executive Team meetings (weekly) and Extended Executive Team meetings (monthly) meetings and ensure effective attendance and timely remote connections

Establish agenda upon operational planning and expected decisions, milestones, events etc

Attends Executive Team Meetings upon request, capture key decisions and ensure dissemination of minutes

Support synthesis of annual action plan with internal stakeholders, Finance & Planning Director, Foundation Development; Grant applications/maintenance of records and External Affairs departments

Synthetize short term planning information from various departments and update BG planning accordingly

Support the preparation of weekly Leadership meetings and annual board meetings meeting; quarterly staff meetings

Coordinate the gathering and release of the board report; quarterly newsletter and bi-monthly board communications; CEO input for employee newsletter on a quarterly basis; and monthly activity report

Serves as the Program Manager and Point of Contact for CECA and all related functions and activities for the CECA Foundation

Supervise the Special Projects Assistant and delegate as appropriate. Serves as a liaison for the Foundation and Development and other departments to ensure co-ordination of executive team activities including mails and other correspondences

Ensure overall alignment of executive team members’ agendas. Occasionally provide administrative support to executive team members (together with Special Projects Assistant)

Organize permanence of Executive Office support with Research & Development (Grants and Projects) with the Special Projects Assistant

Feed internal communications with relevant information

Qualification

Risk managementBudgetingExecutive-level reportingProject managementPlanning skillsInterpersonal skillsOrganizational skillsCommunication skillsService-orientedExperience in healthcarePowerPointWordExcelDetail-orientedTeam playerSelf-starterAdaptabilityConfidentiality

Required

Strong interpersonal, organizational, and planning skills across all levels of the organization

High integrity, sound judgment, and discretion in handling confidential information

Detail-oriented with the ability to understand and act on strategic priorities

Proven success leading complex, cross-functional projects aligned with business goals

Skilled in risk management, budgeting, resource allocation, and executive-level reporting

Effective communicator with strong written and verbal skills, including client-facing protocols

Proactive, professional, and service-oriented with experience managing front office operations

Flexible and adaptable in fast-paced, dynamic environments with shifting priorities

Self-starter with the ability to gather critical information and meet tight deadlines

Collaborative team player who positively influences culture and manages stress effectively

A bachelor's degree in business office administration required; or three years related experience and/or training; or equivalent combination of education and experience

Senior experience as a personal assistant of CEO or senior executive, chief of staff, or executive office manager

Minimum 10 years' experience providing support at a high level

Experience in governmental organization or health care organization, – ideally both

PowerPoint, Word and Excel savvy. Comfortable with information systems and databases (e.g. SharePoint)