Executive Office Manager

Indiana Youth Institute; Indianapolis (IN); Hybrid; USD 50,000 - 65,000; Full time

Job summary

Indiana Youth Institute (IYI) seeks an Executive Office & Project Manager to support the President & CEO, coordinate the executive office, and drive strategic initiatives. The role requires meticulous organization, strong judgment, and the ability to handle confidential information with discretion.

The position emphasizes managing complex calendars, coordinating committees and leadership meetings, and guiding projects from inception to completion in a fast-paced nonprofit setting in

Qualifications

• Five years of related experience in executive support or nonprofit settings.
• Bachelor’s degree is required.
• Experience supporting executives in Indianapolis or Indiana is a plus.

Responsibilities

• Provide high-level administrative and operational support to the President and CEO.
• Coordinate executive calendar, travel, meet‑ups, reports, and materials.
• Manage board materials, meetings, minutes, and follow-up actions.
• Develop systems to improve executive office efficiency and communication.

Skills

Communication

Organization

Project coordination

Discretion with confidential info

Judgment & decision-making

Collaboration

MS Office & collaboration tools

Education

Bachelor's degree

Tools

Microsoft Office

Virtual collaboration tools

Job description

Indiana Youth Institute (IYI) believes every Indiana child deserves the opportunity to thrive. We strengthen the professionals, organizations, and communities that shape the lives of children and youth. Through research, practical resources, strategic grants, and statewide partnerships, we help Indiana's youth-serving sector make informed decisions and achieve greater impact. Our work is guided by the values of collaboration, excellence, innovation, integrity, and impact.

IYI is a growing organization that embraces perpetual change and continuous improvement. We are always looking for better ways to serve the youth sector, respond to emerging needs, and strengthen outcomes for children and families. Our team is curious, adaptable, and committed to learning. We seek individuals who are energized by meaningful work, motivated by results, and excited to help shape the future of an organization dedicated to improving the lives of Indiana's children and families.

IYI is Looking for an Executive Office Manager Who:

• Believes in the power of youth-serving organizations and communities to strengthen young people and improve outcomes for children and families.
• Brings a positive, productive approach to work and relationships.
• Demonstrates sound judgment, professionalism, and discretion.
• Adapts well to change and remains effective when priorities shift.
• Is organized, dependable, and follows through on commitments.

Position Summary

Reporting to the President and Chief Executive Officer, the Executive Office & Project Manager serves as a trusted partner to the CEO and plays a critical role in supporting the effectiveness of the Executive Office.

This position helps ensure that executive priorities, commitments, communications, board and leadership responsibilities, and strategic initiatives are coordinated efficiently and executed with a high degree of professionalism, accuracy, and follow through. The Executive Office & Project Manager serves as the primary coordinator of activities involving the CEO, helping manage information flow, scheduling, logistics, communications, and project execution in support of the President & CEO's responsibilities.

The successful candidate will possess exceptional organizational skills, meticulous attention to detail, sound judgment, discretion, and a strong commitment to quality. They will be equally comfortable managing day-to-day administrative responsibilities, coordinating projects and initiatives, and anticipating needs that help maximize the effectiveness of the Executive Office.

Why This Role Matters

The Executive Office & Project Manager helps maximize the effectiveness of the President & CEO by creating the structure, organization, and follow through needed to manage a complex portfolio of responsibilities.

As IYI continues to grow and evolve, this role helps ensure that executive priorities remain organized, commitments are fulfilled, strategic initiatives stay on track, and key relationships are supported with professionalism and consistency.

Success in This Role

• Build trust through consistency, professionalism, and discretion.
• Anticipate needs and address challenges before they become barriers.
• Ensure executive priorities, commitments, and deadlines remain organized and on track.
• Create systems and processes that improve efficiency and follow through within the Executive Office.
• Help the CEO remain focused on leadership, strategy, relationships, and mission-critical priorities.

Core Responsibilities Will Include (but not be limited to):

Executive Office Management (40%)

Provide high-level administrative and operational support to the President and Chief Executive Officer.

• Manage a complex executive calendar, including scheduling, prioritization, travel arrangements, and coordination of internal and external meetings.
• Coordinate visitors, requests, communications, and activities involving the Executive Office.
• Prepare and distribute agendas, reports, presentations, briefing materials, correspondence, and supporting documentation.
• Organize and maintain executive files, records, and confidential information.
• Support executive communications through document preparation, editing, formatting, and distribution.

Executive Task Management (30%)

Coordinate activities related to the CEO's leadership and organizational responsibilities.

• Support Board of Directors, Executive Committee, and Leadership meetings through scheduling, logistics, preparation of materials, meeting minutes, and follow-up on behalf of the CEO.
• Track executive priorities, commitments, deadlines, and action items to support timely completion and accountability.
• Coordinate information flow involving the CEO and key internal and external stakeholders.
• Maintain systems and processes that support efficient Executive Office operations.
• Ensure meeting materials, communications, and supporting documentation are prepared accurately and delivered on time.

Project and Initiative Management (30%)

Coordinate projects and initiatives that support the President & CEO and advance organizational priorities.

• Establish timelines, organize resources, coordinate stakeholders, monitor progress, and support successful project completion.
• Conduct research, compile information, and prepare summaries to support executive decision-making.
• Anticipate challenges, identify opportunities for improvement, and recommend practical solutions.
• Provide administrative, operational, and logistical support for organizational initiatives and special projects.

Core Skills Required (but are not limited to):

• Exceptional written, verbal, and interpersonal communication skills.
• Highly organized and detail-oriented, with strong follow-through and the ability to manage multiple priorities and deadlines simultaneously.
• Strong project coordination, planning, and organizational skills.
• Ability to manage confidential and sensitive information.
• Demonstrated ability to thrive in a fast-paced environment while maintaining accuracy and attention to detail.
• Ability to anticipate needs, solve problems, and work independently.
• Strong judgment and decision-making skills.
• Ability to collaborate effectively and build strong working relationships with internal and external stakeholders.
• Proficiency with Microsoft Office applications and virtual collaboration tools.
• Commitment to professionalism, accountability, quality, and results.

The Ideal Candidate Will Have:

• Five years of related experience
• Bachelor’s degree
• Experience providing executive administrative support
• Ability to participate regularly in in-person meetings, events, and organizational activities in Indianapolis and throughout Indiana
• Ability to travel within Indiana
• Youth services, nonprofit, education, philanthropy, or public-sector experience

Compensation and Benefits

IYI offers a competitive salary commensurate with experience and qualifications. This is a full-time, exempt position with a salary range of $50,000-$65,000. Starting salaries are typically determined based on relevant experience, skills, and internal compensation alignment, and generally fall between the minimum and midpoint of the range.

IYI also offers a comprehensive benefits package.

Working Conditions:

IYI operates within a hybrid work environment and is committed to supporting flexibility, employee well-being, and work-life balance. Employees work remotely while also participating regularly in in-person meetings, events, and organizational activities that support organizational effectiveness.

This position requires regular in-person participation in Leadership Team meetings and other meetings, events, and activities involving the President & CEO. Candidates should expect to work in person on a regular basis and be available to attend meetings throughout Indiana as needed.

Work schedules will occasionally vary based on event calendars, meeting schedules, and organizational priorities. Evening and occasional weekend work may be required to support organizational events and initiatives.

Standard working hours are Monday through Friday, 8:00 a.m. to 5:00 p.m. Eastern Time.