Baton Rouge Alliance for Students · 1 day ago
Executive Support Manager
Baton Rouge, LA
Full-time
Hybrid
Mid Level
$50K/yr - $60K/yr
3+ years expBaton Rouge Alliance for Students is dedicated to achieving excellent education for every Baton Rouge student. The Executive Support Manager provides administrative and operations support to the executive team, ensuring efficient management of the CEO's time and office operations.
Primary/Secondary Education
Responsibilities
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
Staffs office during open office hours (8:30am-5pm M-Th, 8:30am-2pm F), with some flexibility to align with CEO schedule
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
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
Qualification
Required
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
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
Benefits
Individual health and dental insurance
Flexible paid time off
401(k) plan with company-matching contributions
Company
Baton Rouge Alliance for Students
The Baton Rouge Alliance for Students Action works in partnership with a coalition of parents, community, civic leaders, and policymakers to achieve the shared goal of an excellent education for every Baton Rouge student.
2-10 employees
Funding
Current Stage
Early StageLeadership Team
Adonica Pelichet Duggan
Chief Executive Officer
Donnie Miller
Chief Program Officer
Company data provided by crunchbase