Executive Support Manager

Lutheran Child and Family Services of Illinois; Oakbrook Terrace (IL); On-site; USD 66,000 - 71,000; Full time

Job summary

A leading organization is seeking an Executive Support Manager to provide comprehensive administrative support to the executive team. The role involves managing schedules, preparing board materials, and facilitating communication between stakeholders. The ideal candidate will have strong organizational skills, proficiency in office software, and experience in project management. This full-time position offers a competitive salary and benefits.

Qualifications

• 3 years as an Executive administrative assistant required.
• Proficiency in office software and project management.

Responsibilities

• Provide comprehensive administrative support for executive team.
• Manage calendars and coordinate travel arrangements.
• Prepare board materials and ensure compliance with governance policies.

Skills

Communication

Organizational Skills

Project Management

Education

Bachelor's degree in business administration

Tools

Microsoft Office Suite

Teams

Sharepoint

Job description

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Effective Date: May 1, 2025

Non-management Job Description

Job Title: Executive Support Manager

Exempt/Non-exempt: NON-EXEMPT

Immediate Supervisor: Reports to the Corporate Officer Team

Salary Range: $66,000 - $71,000

Benefits: Click Here to view LCFS’ Full-Time Employee Benefits.

Essential Functions

• Provide comprehensive administrative support including accurately preparing weekly Corporate officer meeting minutes, quarterly board meeting minutes, distributing approved materials for board meetings and presentations; including agenda and additional materials. Updates and keeps all OnBoard meeting files and meeting notes. Prepares year end and new year board voting and approval documentation. Sends accurate, timely invitations using the prescribed methods for all Board and Committee meetings. Accurately tracks and records Trustee attendance – assuring a quorum at meetings and availability of necessary meals/supplies. May work extended evenings and drives to statewide locations, and overnight to complete work assignments occasionally.
• Manages calendars, schedules meetings, and coordinates travel arrangements with accuracy and timeliness for the executive team. Plans and execute high-level meetings, retreats, and events for the executive team and board of directors and leadership team as required. Participates in the planning and/or preparing for All Staff, Management team meetings and welcoming events.
• Develops and executes comprehensive project plans for the Officers by defining project scope, establishing timelines, collaborating with leadership, and monitoring progress to ensure successful project delivery.
• Responsible for the timely and accurate preparation and distribution of board materials, documentation of board and committee meetings, and ensuring compliance with governance policies and bylaws.
• Collaborates with other departments to gather information and support any requested Officers’ initiatives. Assists in meeting and event planning, including travel, hotel and meal research and accommodation.
• Facilitates communication between the Officers and internal/external stakeholders.
• Supports executive leadership team with expenditures and invoices. Submits invoices promptly and accurately in the prescribed systems.
• Maintains and organizes Board Policy Manual for Board of Trustees and Subsidiary Corporations; Executive Policy Transmittals; and Strategic Planning Documents. Maintains and keeps current Minutes of Board of Trustees and Subsidiary Corporations. Maintains current year's files, for the Board of Trustees and Board Committees, including current bios and Conflict of Interest forms. Maintains and keeps current Articles of Incorporation and Bylaws of the Parent Corp and Subsidiary Corporations. Records and maintains Minutes of Meetings and Resolutions of the Board of Trustees
• Maintain accurate and up- to-date confidential records, including minutes, legal documents, and sensitive correspondence.
• Supports executive leadership team with purchasing items, meeting set-up and clean up, handling logistics for staff and other items as necessary. Responsible for maintaining office supplies and needs for leadership team and meetings.
• Demonstrates an attitude of congeniality and represents the Corporate Support Center in a positive and professional manner. Maintains high degree of confidentiality in all matters.
• Processes bills to pay via Ramp Expense management system
• Screen and prioritize incoming calls, emails, and requests, providing timely and organized responses.
• Perform other duties as assigned.
  
  
  

Knowledge and Ability Requirements:

• Demonstrated ability to accurately type at least 70 words per minute and transcribe meeting minutes and correspondence swiftly. Manage several routine tasks concurrently.
• Proficiency in office software, including Microsoft office products, including word, outlook, power point and others as required. Strong knowledge of electronic filing systems such as Teams and Sharepoint.
• Ability to anticipate needs, prioritize tasks, and work proactively.
• Serve as a Notary Public to service multiple business needs throughout the Agency.
  
  
  

Education and Experience:

• Proven success of three years as an Executive administrative assistant with project management experience is minimally required. Exceptional organizational and time-management skills, with keen attention to detail.
• High level of discretion, integrity, and professionalism in handling confidential information.
• Excellent verbal and written communication skills.
• Proficient in Microsoft Office Suite, virtual collaboration tools, and board management platforms (e.g., On Board.).
• Ability to manage multiple priorities in a fast-paced, dynamic environment.
  
  
  

Bachelor's degree in business administration, management, or a related field is preferred. Familiarity with nonprofit organizations is preferred.

Physical Demands and Other Requirements:

To perform this job successfully, an individual must be able to perform the essential duties listed in the job description satisfactorily. While performing the duties of this job, the employee is regularly required to talk or hear. The employee is frequently required to sit. The employee is occasionally required to stand; walk; use hands to finger, handle or feel objects, or controls; reach with hands and arms. Capable of operating standard office equipment, including a computer and keyboard, calculator, typical business machines such as a fax machine and copier. The employee must occasionally lift and/or move up to 20-30 pounds. Specific vision abilities required by this job include close vision, distance vision and the ability to adjust focus. The employee is required to have valid driver’s license, auto insurance and must be able to safely operate a motor vehicle. The work environment characteristics include a noise level which is usually low to moderate.

Position Responsibilities/Program Execution and Decision Making:

• Diversity and Inclusion/Professionalism: In all aspects of their work presents as a role model to others, behaving in a way which actively supports LCFS as a welcoming community, promotes diversity and inclusion in the workplace and collaborates with others to further equity and dismantle barriers to a more inclusive experience of community. Participates in annual professional development and/or advocacy regarding inclusion.
• Ethical Conduct: Follows all ethics policies and procedures related to program execution and decision making as defined by the agency as well as any related professional licensing, regulatory or accrediting body. Maintain confidentiality of client, staff, and agency information. Reports any known or suspected breaches of confidentiality in accordance with policy. Reports possible misconduct or relevant errors/ oversight in a timely manner and responsibly addresses related issues with chain of command.
• Communication/Interpersonal Skills: Consistently conveys clear, accurate, timely, and respectful communication appropriate for the situation. Informs appropriate management staff when incident occurs or a crisis situation. Maintains professional boundaries with clients/residents, staff, interns, volunteers, and vendors. Able to successfully share skills and concepts with others and works effectively with others under time and environmental pressures.
  
  
  

Safety and Agency Resource Utilization: Demonstrates sound judgement and foresight in safety awareness and in daily work. Notifies, in a timely manner, the supervisory chain of any incidents or circumstances that need attention. Report all suspicions or allegations of abuse immediately to their supervisor. Ensures appropriate utilization of materials and resources and minimizes waste.

Other Responsibilities: All other tasks and responsibilities as assigned.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Information Technology

• Industries

  Individual and Family Services

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