Executive Support Manager

Description

The Executive Support Manager brings enthusiasm and commitment to TLSC’s mission and values, demonstrating trust, leadership, service, and courage. This position provides executive support to the Executive Director, oversees special projects, serves as a liaison to the Board of Directors and senior leadership teams, and provides back up to the Support Team Manager. The ability to exercise discretion and maintain confidence is required in this role.

This is a grant funded position.

Supervisor Responsibilities: Yes

Essential Functions

Executive Support

• Supports a broad variety of administrative tasks for the Executive Director including managing appointments, completing expense reports, preparing correspondence, organizing emails, arranging travel, setting agendas, and compiling documents needed for meetings.

• Plans and coordinates the Executive Director’s schedule.

• Communicates directly, and on behalf of the Executive Director, with Board members, donors, Foundation staff, and others.

• Researches, prioritizes, and follows up on incoming issues and concerns addressed to the Executive Director, including those of a sensitive or confidential nature. Determines appropriate course of action, referral, or response.

• Bridges communication between the Executive Director and internal departments.

• Works closely and effectively with the Executive Director, keeping her informed of upcoming commitments, responsibilities, and issues arising within the organization.

• Establishes processes and procedures to ensure effective workflow.

• Manages a variety of special projects for the Executive Director, impacting organizational, state, and national initiatives for legal aid.

Board Support and Liaison

• Serves as the Executive Director’s administrative liaison to Texas Legal Services Center’s Board of Directors.

• Assists Board members with travel arrangements, lodging, and meal planning as needed.

• Maintains discretion and confidentiality in relationships with all board members.

• Records meeting discussions and provides minutes.

• Schedules/notifies board and committee members of meetings.

• Distributes meeting materials before meetings in electronic/paper format, and ensures records are maintained.

Senior Leadership Liaison

• Participates as a member of the Executive Team.

• Assists in coordinating the agenda of senior leadership team meetings, remote events, and staff meetings.

• Assists with maintaining meeting notes, works in progress, and next steps

• Prioritizes conflicting needs; handles matter expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures.

• Maintains office files and databases to ensure accuracy, accessibility, and confidentiality of information.

• Provides support to the Support Team Manager, and back-up to the Support Team when necessary.

• Performs other duties as assigned.

Requirements

Competencies

• Superior organization, attention to detail, reliable in-person attendance, and effective supervisory and project management skills.

• Ability to take initiative, work independently, and manage multiple deadlines.

• Professionally communicate with leadership team, staff, and Board to accomplish goals effectively.

• Initiative to research and follow through on non-standard situations, ensuring compliance with organizational policies and procedures.

• Coach, mentor, and train others to meet performance expectations described above.

• Advanced proficiency in Microsoft Office products, and the ability to learn in-house technology, such as case management systems and other office software applications.

• Maintain a customer service mentality.

• Complete projects and assignments with minimal direction.

• Strong emotional intelligence and interpersonal skills, with a demonstrated ability to build relationships with staff, board members, external partners, and donors.

• Strong verbal and written communication skills.

• Skill in exercising sound judgment, effective problem solving, and decision making.

• Ability to learn new skills and adapt when program requirements shift.

• Ability to type with speed and accuracy and to utilize office software and possible case management systems.

Education and Experience

• 2 years of proven administrative experience with knowledge of office systems and procedures, preferably in a non-profit setting.

• 2 years of supervisory experience, preferred.

• Experience that reflects the ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and a proven track record of meeting deadlines in a fast-paced environment.

Physical Requirements

• Sedentary work that involves sitting most of the time.

• Occasional bending, squatting, and kneeling.

• Exerting up to 10 pounds of force occasionally, and a negligible amount of force as needed, at times to lift, carry, push, pull, or otherwise move objects.