Executive Administration Manager

JEWISH FAMILY SERVICES OF WASHTENAW COUNTY INC; Ann Arbor (MI); On-site; USD 65,000 - 95,000; Full time

Job summary

JEWISH FAMILY SERVICES OF WASHTENAW COUNTY INC is seeking an Executive Administration Manager to provide high-level administrative, operational, and project-management support to the CEO and leadership. The role acts as a central coordination point among the CEO, Board of Directors, staff, and partners, ensuring timely execution of governance and organizational initiatives.

The ideal candidate will be highly organized, discreet, and able to work independently in a fast-paced, mission-driven

Qualifications

• Bachelor's degree or equivalent with 5+ years admin/exec support.
• Experience supporting senior executives, leadership teams, or governing boards.
• Exceptional organizational and time-management skills with multiple priorities.

Responsibilities

• Manage CEO calendar, travel, meetings, agendas, and materials.
• Coordinate Board meetings, minutes, and governance materials.
• Lead development of strategic plans and cross-department coordination.
• Support organizational policies and grant/funder reporting.
• Coordinate vendor relationships, contracts, and purchasing.

Skills

Executive support

Project management

Board governance

Communication

Microsoft 365

Education

Bachelor's degree or equivalent in business/ nonprofit fields

Tools

BoardSpot

GivEffect

Donor management platforms

Job description

Position SummaryThe Executive Administration Manager provides high-level administrative, operational, and project-management support to the Chief Executive Officer and JFS leadership. This position serves as a central coordination point among the CEO, Board of Directors, leadership team, staff, community partners, and other stakeholders.The Executive Administration Manager anticipates organizational needs, manages competing priorities, supports effective decision-making, and ensures that executive and governance-related activities are completed accurately, professionally, and on time. The ideal candidate is highly organized, discreet, resourceful, and comfortable working independently in a fast-paced, mission-driven environment.Essential ResponsibilitiesExecutive SupportManage the CEO's calendar, appointments, meetings, travel arrangements, and scheduling prioritiesPrepare meeting agendas, briefing materials, presentations, correspondence, reports, and other executive documentsMonitor deadlines, commitments, and follow-up items involving the CEO and leadership teamReview and prioritize requests directed to the CEO, exercising sound judgment regarding urgency and appropriate next stepsDraft, edit, and proofread communications on behalf of the CEOMaintain confidential executive, personnel, financial, legal, and organizational recordsAnticipate administrative and logistical needs and address potential issues proactivelyBoard and Governance AdministrationCoordinate meetings of the Board of Directors and assigned Board committeesPrepare and distribute agendas, meeting materials, reports, resolutions, and other governance documentsAttend meetings as assigned and prepare accurate, timely minutesMaintain official Board records, governing documents, committee rosters, meeting calendars, and records of Board actionsServe as Board liaison and administrator for BoardSpot (board management) and GivEffect (donor relationship management) softwareTrack Board and committee assignments, decisions, deadlines, and follow-up responsibilitiesSupport Board member orientation, communication, engagement, and annual governance processes; maintain the Board HandbookCompile monthly Board Report and other Board-facing materials for accuracy and clarityAssist the CEO and Board leadership with preparations for retreats, strategic discussions, and special meetingsLeadership and Organizational CoordinationCoordinate leadership-team meetings, including scheduling, agenda development, materials, minutes, and follow-upHelp maintain communication and workflow among executive leadership, department leaders, and administrative staffLead development and maintenance of the organization's multi-year Integrated Strategic Plan, including priority areas and department-level action plans across 12+ departmentsTrack organizational priorities, special initiatives, and time-sensitive projectsDevelop and maintain administrative systems that improve consistency, accountability, and access to informationSupport the implementation of organizational policies, procedures, and strategic prioritiesCoordinate information and documentation requested by funders, auditors, government partners, legal counsel, and other stakeholders, including CARF recertification and grant reporting supportResearch SAM.gov exclusions in support of grants, audit, and project requestsIdentify opportunities to streamline administrative processes and improve organizational efficiencyProject and Event ManagementManage or support special projects assigned by the CEO from planning through completionEstablish project timelines, coordinate participants, monitor deliverables, and communicate progressManage the RFP process for special projects, including vendor solicitation, comparison worksheets, and audit-ready documentationCoordinate executive, Board, donor, community, and organizational meetings and eventsManage event logistics, including facilities, invitations, registration, catering, materials, technology, and follow-upWork with internal departments and external vendors to ensure that projects and events are completed within established timelines and budgetsOffice and Administrative OperationsSupport efficient day-to-day administrative operations across the organizationMaintain organized electronic and physical filing systems in accordance with organizational policies and confidentiality requirementsCoordinate contracts, subscriptions, purchases, invoices, and vendor relationships within the position's assigned responsibilities, including managing the relationship with the agency's insurance provider and maintaining current Certificates of Insurance (COIs)Act as purchasing agent for agency-wide purchases; manage the agency's Amazon Business account(s), including order placement and account administrationUpload and reconcile receipts for orders placed on behalf of the CEO and COOOrganize and maintain purchasing justification documentation for agency purchasesCoordinate business card ordering, office supply ordering, and kitchenette/break room supply orderingAssist with the development and maintenance of administrative procedures, templates, calendars, and shared resourcesProvide backup administrative support and help coordinate coverage during periods of high activity or staff absencePerform other duties and special assignments consistent with the position's responsibilitiesRequired QualificationsBachelor's degree in business administration, nonprofit management, communications, public administration, or a related field, or an equivalent combination of education and relevant experienceAt least five years of progressively responsible administrative, executive-support, project-management, or organizational-operations experienceDemonstrated experience supporting senior executives, leadership teams, or governing boardsExceptional organizational and time-management skills, with the ability to manage multiple priorities and deadlinesExcellent written, verbal, and interpersonal communication skillsStrong editing, proofreading, recordkeeping, and document-preparation abilitiesStrong proficiency with Microsoft 365 or comparable workplace technology, including word processing, spreadsheets, presentations, email, calendars, virtual meetings, and shared-document systemsPreferred QualificationsExperience working in a nonprofit, human-services, healthcare, philanthropic, or community-based organizationExperience coordinating organizational projects, executive events, or strategic-planning activitiesExperience with board management and donor management platforms (e.g., BoardSpot, GivEffect)Project management certification (e.g., CAPM, PMP) a plus