Executive Support Manager

The Up Center; Norfolk (VA); On-site; USD 75,000 - 95,000; Full time

Benefits offered by this job

Inclusive workplace

Equal Opportunity Employer

Job summary

The Up Center in Norfolk, VA, is seeking an Executive Support Manager to partner with the CEO and drive strategic initiatives. The role requires exceptional organizational skills, project management experience, and the ability to handle sensitive information discreetly.

The ideal candidate will manage the CEO's calendar, prepare executive materials, and oversee Board governance processes. This position is perfect for someone who thrives in a fast-paced environment and is ready to take on broader responsibilities.

Qualifications

• 5+ years of experience in executive support or project management.
• Experience supporting senior executives and managing complex projects.
• Familiarity with nonprofit environments is a plus.

Responsibilities

• Manage the CEO’s calendar and prioritize meetings.
• Develop project plans and ensure timely follow-through.
• Coordinate Board meeting logistics and governance documentation.

Skills

Exceptional organizational skills

Project management

Excellent written and verbal communication skills

Strong decision-making abilities

High emotional intelligence

Education

Bachelor’s degree in business administration or related field

Tools

Microsoft Office Suite

Project management tools

Job description

Position Summary

The Executive Support Manager serves as a trusted partner to the President & CEO and plays a central role in translating organizational priorities into action. This position is responsible for driving execution on key CEO priorities and high‑impact organizational initiatives by providing exceptional executive support, strong project management, disciplined follow‑through, and cross‑functional coordination. A significant portion of this role will be dedicated to advancing strategic agency priorities and special projects, which will evolve based on organizational needs. These initiatives may include major priorities such as capital projects, strategic growth efforts, Board priorities, and other cross‑functional initiatives critical to The Up Center’s success. This role also provides support for Board governance processes and oversight of Facilities, including supervision of the Facilities Coordinator role. This is not a traditional administrative support role. The ideal candidate is a highly capable, proactive, and tech‑savvy professional who thrives in a fast‑paced environment and excels at turning priorities into action. The successful candidate operates with exceptional independence, sound judgment, strong accountability, and a relentless commitment to follow‑through.

Executive Support & Strategic Coordination

• Serve as a trusted partner to the President & CEO in managing priorities, workflow, deadlines, and follow‑through.
• Manage the CEO’s calendar, meetings, and scheduling with a high level of strategic prioritization.
• Prepare executive materials including reports, presentations, dashboards, agendas, talking points, and communications.
• Anticipate needs and proactively resolve scheduling conflicts, workflow bottlenecks, and competing priorities.
• Handle highly sensitive and confidential information with discretion, sound judgment, and professionalism.
• Act as a key communication liaison between the CEO, leadership team, Board of Directors, and external stakeholders.

Strategic Projects & Organizational Execution

• Develop project plans, timelines, milestones, trackers, and accountability systems to support successful execution. Implement technology to streamline communication and project management.
• Monitor progress and ensure timely follow‑through across teams and stakeholders.
• Identify barriers to progress and proactively recommend solutions.
• Lead and coordinate CEO‑led special projects and strategic initiatives requiring strong cross‑functional coordination and disciplined execution.
• Ensure key priorities remain visible, organized, and moving forward.

Board Governance Support

• Coordinate Board of Directors and committee meeting logistics and annual calendar planning.
• Prepare agendas, Board packets, supporting materials, and governance documentation.
• Attend meetings as needed and prepare accurate minutes and action summaries.
• Track Board action items and ensure timely follow‑up.
• Maintain Board records to include compliance documents, governance documents, committee rosters, and contact information.

Facilities Oversight

• Provide oversight of facilities coordination across organizational locations.
• Supervise the Facilities Coordinator responsible for day‑to‑day facilities support and maintenance coordination.
• Manage vendor relationships, service contracts, inspections, and facilities‑related service agreements.
• Coordinate regular facilities reviews to ensure safe, efficient, and professional work environments.
• Oversee organizational security coordination and emergency preparedness processes, including ensuring compliance with CARF and other regulatory requirements.
• Support facilities‑related projects including renovations, office transitions, and capital improvements.

Workflow Management & Organizational Support

• Build and maintain systems, trackers, dashboards, and tools that improve visibility, accountability, and follow‑through.
• Identify opportunities to improve workflow, communication, and coordination in support of executive and organizational priorities.
• Help create practical processes and tools that improve efficiency and execution.

Required Qualifications

• Bachelor’s degree preferred in business administration, project management, communications, operations, or related field.
• 5+ years of progressively responsible experience in executive support, project management, operations, or administrative leadership roles preferred.
• Experience supporting senior executives, managing complex projects, or coordinating cross‑functional initiatives strongly preferred.
• Experience in nonprofit, behavioral health, healthcare, human services, or other mission‑driven environments is a plus.

Required Competencies

Leadership & Professional Competencies

• Exceptional organizational and project management skills.
• Orientation to learning, curiosity, and technology.
• Strong executive presence and professionalism.
• Excellent written and verbal communication skills.
• Strong decision‑making and problem‑solving abilities.
• High emotional intelligence and strong interpersonal skills.
• Excellent judgment and ability to appropriately elevate issues.
• Ability to manage multiple competing priorities with composure and efficiency.
• Exceptional attention to detail and follow‑through.
• Ability to maintain strict confidentiality and exercise discretion.
• Demonstrated ability to work independently with minimal supervision.
• Strong ownership mindset and commitment to accountability.

Technical Competencies

• Advanced proficiency in Microsoft Office Suite, particularly Outlook, Word, Excel, and PowerPoint, Teams, SharePoint as well as Zoom, Adobe Acrobat, and document management systems.
• Advanced ability to build professional presentations, reports, dashboards, trackers, and executive materials.
• Strong technical aptitude with demonstrated ability to quickly learn and adapt to new systems, software, and technologies.
• Comfort using technology to improve efficiency, organization, communication, and workflow management.
• Experience using project management, workflow, or collaboration tools.
• Experience utilizing AI‑enabled productivity tools and automation is a plus.

Preferred Attributes

• Exceptionally organized and highly dependable.
• Practical, resourceful, and solutions‑oriented.
• Proactive and forward‑thinking.
• Calm and steady under pressure.
• Person‑Centered and Trauma‑Informed in communication and action.
• Comfortable managing complexity and ambiguity.
• Highly accountable with strong follow‑through.
• Motivated by meaningful work and mission‑driven leadership.
• Most importantly, you are someone who is oriented to action and follow through.

Who Should Apply

This role is ideal for someone who is exceptionally organized, highly dependable, resourceful and enjoys working with a broad range of stakeholders. The right person for this role enjoys bringing structure to complexity, solving problems, taking ownership, communicating clearly, and ensuring important work moves forward efficiently and effectively.

A successful candidate will be a high‑capacity operator who can take a priority, create a plan, coordinate stakeholders and resources, and drive meaningful progress with minimal oversight. The candidate will anticipate needs, exercise sound judgment, and help create clarity in fast‑moving environments.

• A senior executive assistant ready for broader responsibility
• A project manager, project coordinator, or operations professional
• An administrative leader supporting senior executives or complex teams
• A high‑performing professional seeking meaningful, mission‑driven work

The Up Center is an Equal Opportunity Employer committed to creating an inclusive workplace and providing equal employment opportunities for all employees and applicants.