Executive Services Manager (Confidential/Management Position)

regionalcenteroftheeastbay; San Leandro (CA); On-site; USD 90,000 - 132,000; Full time

Job summary

Regional Center of the East Bay seeks an Executive Services Manager to coordinate daily activities of the executive office, supervise staff, and manage Board of Directors governance. You will lead cross-department initiatives, oversee confidential documents with outside counsel, and drive process improvements for organizational efficiency.

The role requires strong leadership, professional discretion, and exceptional communication.

Qualifications

• Ten years of progressively responsible administrative experience with at least three years in supervisory roles.

Responsibilities

• Serve as the Executive Director's operational partner and ensure timely execution of priorities.
• Supervise executive office staff, including hiring, coaching, and performance evaluations.
• Provide high-level administrative support to the Executive Director and Board of Directors.
• Coordinate organization-wide initiatives and project plans with stakeholders.
• Maintain confidential information and manage multiple software platforms.
• Oversee calendar, meetings, travel arrangements, and board governance operations.

Skills

Administrative leadership

Office management

Project coordination

Effective communication

Notary Public

Tools

OneDrive

Google Drive

DocuSign

SurveyMonkey

Job description

POSITION TITLE: Executive Services Manager (Confidential/Management Position)

SALARY RANGE: $3,447.76 - $5,093.93 Bi-weekly/ $89,641.76 - $132,442.18 Annual

REPORTS TO: Executive Director

LOCATION: San Leandro, CA

POSITION SUMMARY:

The Executive Services Manager supports and coordinates daily activities of executive office. This position serves as a key operational partner to the Executive Director and Associate Executive Director. The position manages administrative workflows, supervises Executive Office staff, and coordinates Board of Directors activities, cross-departmental initiatives, executive-level functions, and organization-wide projects.

The Executive Services Manager oversees Board governance operations, including meeting compliance, accessibility, public notices, official documentation, and Board-related website content. The position also serves as a primary point of contact for public inquiries and coordinates the handling of confidential legal documents with outside counsel and appropriate agency representatives.

Additionally, the Executive Services Manager conducts high-level research; anticipates operational needs and potential challenges; evaluates and implements software, tools, and systems; and leads process-improvement initiatives to enhance organizational efficiency. This position requires strong leadership, exceptional communication and organizational skills, sound judgment, a solution-oriented approach, and the highest degree of professionalism and confidentiality.

DUTIES AND RESPONSIBILITIES:

• Serves as the Executive Director's operational partner, ensuring timely execution of priorities.
• Supervises the Executive office staff, including hiring, coaching, and conducting performance evaluations.
• Provides high-level administrative and clerical support to the Executive Director and Board of Directors, ensuring the agency remains responsive to individuals, families, and providers.
• Provides project management support for Executive Team and organization-wide initiatives, including developing project plans, establishing timelines, coordinating stakeholders, monitoring progress, and ensuring timely completion of deliverables.
• Anticipates and forecasts operational needs, potential challenges, project risks, and resource requirements; develops practical, solution-oriented recommendations to support informed decision-making and successful project outcomes.
• Acts as a key point of contact for the Executive Team and ensures efficient day-to-day operations.
• Manages the Executive Director's calendar, meetings, appointments, and travel arrangements, including flights, lodging, and transportation.
• Maintains confidential information and utilizes multiple software platforms (OneDrive, Google Drive, DocuSign, SurveyMonkey, etc.), while learning new applications as needed.
• Manages and supports Executive Team projects, including compliance reporting.
• Coordinates meetings, including preparing agendas and documenting minutes and action items.
• Manages the Board calendar, agendas, and minutes. Ensures all Board and committee meetings comply with legal requirements, including ADA accessibility, translation services, timely posting of materials, and proper public notice. Manages meeting access, oversees transcription of minutes, and ensures Board members receive necessary support and accommodations. Maintains all required Board documentation, including annual updates, conflict-of-interest forms, and term/composition records.
• Maintains and updates the RCEB website, including Upcoming Events, Board of Directors pages, and committee pages. Posts monthly agendas, minutes, policies, RFPs, and other approved materials. Requests and uploads translated documents as required.
• Maintains all RCEB policies, legal documents, Board contracts, and historical records. Processes, files, and organizes complex and confidential documents in appropriate formats.
• Responds to and routes RCEB inquiries received by mail, email, website, and telephone. Consults as needed, prioritizes requests, and maintains accurate records of all inquiries.
• Processes and distributes confidential legal documents (e.g., subpoenas, limited conservatorships, court orders, complaints). Communicates with district attorneys, public defenders, and attorneys to facilitate efficient resolution.
• Completes administrative tasks as required, such as research, event coordination, data compilation, report preparation, and scheduling.
• Develops and implements multiple projects simultaneously and follows through in a timely manner.
• Interacts professionally and fosters a collaborative, respectful, and service-oriented environment with staff, community members, individuals served, families, partner agencies, and supervisors.
• Maintains active Notary Public commission.
• Performs other related duties as assigned.

JOB REQUIREMENTS AND QUALIFICATIONS:

Ten (10) years of progressively responsible administrative experience of which three (3) years should