Executive Office Manager

BIRMINGHAM GREEN 

Nursing Home and
Assisted Living Facilities 

Executive Project Manager

Full Time  

Summary: 

The Executive Project Manager is a strategic and operational leader responsible for managing the Executive Office, supporting the CEO and Board of Directors, and overseeing high-impact organizational projects. This hybrid role demands a dynamic individual who thrives in fast-paced environments, demonstrates exceptional judgment, and possesses the ability to seamlessly shift between executive support and project leadership. 

As a trusted partner to the CEO, you will ensure the smooth operation of the executive office, manage the front desk and support staff, and optimize executive time for strategic priorities. Simultaneously, you will lead and oversee large-scale projects, ensuring alignment with company goals, managing resources, mitigating risks, and delivering results on time and within budget. This role is pivotal in driving organizational growth, fostering culture, and enhancing operational excellence. 

The Executive Project Manager will also perform other duties as assigned.

Required Knowledge, Skills, and Abilities:

• Strong interpersonal, organizational, and planning skills across all levels of the organization
• High integrity, sound judgment, and discretion in handling confidential information
• Detail-oriented with the ability to understand and act on strategic priorities
• Proven success leading complex, cross-functional projects aligned with business goals
• Skilled in risk management, budgeting, resource allocation, and executive-level reporting
• Effective communicator with strong written and verbal skills, including client-facing protocols
• Proactive, professional, and service-oriented with experience managing front office operations
• Flexible and adaptable in fast-paced, dynamic environments with shifting priorities
• Self-starter with the ability to gather critical information and meet tight deadlines
• Collaborative team player who positively influences culture and manages stress effectively

Education and Experience:

• A bachelor's degree in business office administration required; or three years related experience and/or training; or equivalent combination of education and experience.
• Senior experience as a personal assistant of CEO or senior executive, chief of staff, or executive office manager.
• Minimum 10 years' experience providing support at a high level.
• Experience in governmental organization or health care organization, – ideally both.
• PowerPoint, Word and Excel savvy. Comfortable with information systems and databases (e.g. SharePoint)

Essential Functions: 

• Personal Administration to the Executive:
• Act as trusted personal assistant to the CEO.
• Manage personal relationships of the CEO with senior external stakeholders (calls, correspondence, meetings, visitor, etc.). Maintain the stakeholder relationship database accordingly.
• Organize travel and meetings arrangements for executives.
• Coordinate sensitive issues upon request of the CEO.
• Assist the CEO as appropriate to prepare and edit communications, mailings, letters, presentations and other documents (particularly PowerPoint).

Administration of the Board of Directors: 

• Support the CEO to organize the Board of Director meetings.
• Organize overall logistics support for Board meetings: event preparation, board members travels (itineraries, hotel bookings, document gathering etc.)
• Interact with Board members as appropriate.
• Prepare Executive Board meetings and support as appropriate sub committees of the Board.
• Attend Board meetings. Record, transcribe and distribute minutes of Board meetings under the supervision of the CEO / Secretary of the Board (board member).
• Liaise with relevant heads/directors in charge of agenda items to ensure timely delivery of content and
• preparation of decisions.
• Coordinate with the Compliance Officer/Designee appropriate reports to ensure compliance to internal rules.

Coordinate Executive Teams & Leadership Meetings Preparation and Follow up: 

• Organize planning of Executive Team meetings (weekly) and Extended Executive Team meetings (monthly) meetings and ensure effective attendance and timely remote connections.
• Establish agenda upon operational planning and expected decisions, milestones, events etc.
• Attends Executive Team Meetings upon request, capture key decisions and ensure dissemination of minutes.
• Support synthesis of annual action plan with internal stakeholders, Finance & Planning Director, Foundation Development; Grant applications/maintenance of records and External Affairs departments.
• Synthetize short term planning information from various departments and update BG planning accordingly.
• Support the preparation of weekly Leadership meetings and annual board meetings meeting; quarterly staff meetings.
• Coordinate the gathering and release of the board report; quarterly newsletter and bi-monthly board communications;
• CEO input for employee newsletter on a quarterly basis; and monthly activity report.
• Serves as the Program Manager and Point of Contact for CECA and all related functions and activities for the CECA Foundation.

Coordinate Executive Office Support: 

• Supervise the Special Projects Assistant and delegate as appropriate. Serves as a liaison for the Foundation and Development and other departments to ensure co-ordination of executive team activities including mails and other correspondences.
• Ensure overall alignment of executive team members’ agendas. Occasionally provide administrative support to executive team members (together with Special Projects Assistant).
• Organize permanence of Executive Office support with Research & Development (Grants and Projects) with the Special Projects Assistant.
• Feed internal communications with relevant information.

What’s in It for You — Employee Benefits

- Medical, dental, & vision insurance to keep you healthy🩺

- Flexible spending accounts & health savings accounts💰

- Legal plan & Employee Assistance Program to get support when you need it most🆘

- Company-paid life insurance to make sure your loved ones are taken care of💖

- Voluntary retirement scheme to support your long-term financial goals💸

- 10 paid holidays to recharge & celebrate🎉

- Accrue up to 240 PTO hours per year to use for vacation, sick days, or personal time🌴

- Possibility to cash out accrued PTO hours once per year💵

- Discounts to save money on everything from gym memberships to movie nights🍿

- Free meals during your shift to stay fueled & energized🥗

- Critical illness leave to help you focus on your recovery💊

- Pet insurance to make sure your companion will receive the best possible care🐾

- Benefits call center to assist you with any questions or concerns you may have!💬