Executive Office Manager

General Definition of Work

The Executive Office Manager, under moderate supervision, performs intermediate level work with limited decision-making discretion performing complex administrative work in support of both the Superintendent’s Office and the Chief of Staff. This position assists in the effective and efficient operation of both offices by managing executive logistics, coordinating district leadership workflows, and ensuring smooth execution of administrative priorities.  Performs a wide variety of complex, confidential administrative and clerical support work and communicates information on behalf of the District, the Superintendent, and the Chief of Staff.  Employee performs administrative support work to carry out Board of Education policies and procedures under the direction of the Superintendent.

Qualifications

To perform this job successfully, an individual must be able to perform each essential function satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Salary/Status

NC 14 Hourly Non-Certified Schedule/Full-time, 12 months

Reports To

Superintendent and Chief of Staff

Place of Work

The normal place of work is on the premises used by Charlotte-Mecklenburg Schools. Charlotte- Mecklenburg Schools reserves the right to require you to work at such other place(s) as it may reasonably require from time to time.

Essential Functions

• Adhere to all state, federal, and local laws, policies, and procedures
• Manage the daily operations of the Superintendent’s and Chief of Staff offices, ensuring smooth execution of schedules, communications, and administrative processes
• Interpret policy and administrative regulations to officials and the public
• Analyze requests and provide recommendations for action
• Coordinate the preparation of reports, briefings, and presentations for the Superintendent and Chief of Staff
• Implement best practices with customer service by receiving, reporting, and responding to all mediums of inquiry in a timely and professional manner
• Maintain systems for tracking tasks, requests, and deadlines to ensure timely and organized follow-through on executive-level initiatives
• Assist in monitoring department or program budgets to include gathering pertinent data, analyzing requests, and processing information for assigned areas
• Collaborate, organize, and manage administrative meetings as assigned/required
• Manage office workplace supplies, inventory, and operations
• Collaborate, develop, plan, and implement budget management strategies that include generating budget reports using district adopted software as needed/required
• Manage department webpage and assigned calendars/appointments
• Schedule and organize travel, conferences, and department activities
• Assist the Superintendent in preparation for meetings and engagements
• Complete travel plans, itineraries, agendas, and expense reports of expenditures and reimbursements for travel-related meetings

• Assist the Superintendent and Chief of Staff in managing output, workflow, and office deadlines
• Prioritize conflicting needs, handle matters expeditiously, proactively, and follow-through on projects to successful completion, often with deadline pressures

• Plan and coordinate a wide variety of special projects, activities and/or events (e.g., meetings, receptions for special events, luncheons, dinners, workshops, travel/accommodations)
• Prepare a wide variety of reports, documents and correspondence of a confidential and non-confidential nature (e.g., letters, memoranda, charts, periodic and ad-hoc reports, operational procedures, manuals, newsletters, daily and weekly briefings) for the purpose of documenting activities, providing written reference, and/or conveying information
• Complete local, state, or federal surveys and reports accurately and promptly
• Participate in professional development workshops
• Provide oversight and support to cabinet-level administrative assistants
• Facilitate and lead meetings with administrative assistants
• Create an inclusive environment with positive communication/public relations
• Perform related work as assigned or required

Knowledge, Skills, Abilities

• General knowledge of principles and practices of public schools
• General knowledge of required records preparation and maintenance
• Thorough knowledge of county and school board policies, procedures, and standards regarding school systems
• Knowledge of accounts payable policies, practices and procedures; general knowledge of routine accounting principles
• Ability to maintain professional and emotional control under stress
• Ability to reflect appropriate response to situations, while maintaining a professional and personal demeanor
• Ability to learn and use specialized tools, equipment or software related to business needs
• Ability to implement local, state, and federal rules, guidelines, and procedures into daily business operations
• Ability to communicate effectively
• Ability to reason, make judgments, and maintain effective working relationships
• Ability to employ positive communication skills in all settings/mediums
• Ability to problem-solve utilizing sound judgment
• Ability to maintain confidentiality regarding school system business
• Ability to take initiative, work independently, and exercise sound judgement
• Demonstrated ability to work effectively in a deadline-driven, rapidly changing team environment