Executive Office Manager

Description

Welcome to your opportunity to change the world! If you have a servant’s heart and want to be part of something truly special, then Caritas Family Solutions needs you. We have been serving the people of Illinois since 1947 and have over 500 committed and mission-driven team members.  At Caritas, we do not hire people for jobs, we find new team members for rewarding and life-changing careers that make the world better. 

If you are kind, patient, and ready to make a difference, we would love to meet you!

Full-time employees are offered the competitive benefits outlined below:

• Generous Paid Time Off 
• Paid training
• Health Insurance 
• Dental and Vision
• Life insurance
• 403(b) with company contribution 5%
• Tuition reimbursement

We know great candidates bring a wide range of experience. If you believe you can be successful in this role, we encourage you to apply — even if you don’t meet every qualification listed. 

Title: Executive Office Manager
Department: Executive Administration
Status: Exempt, Full-Time
Reports To: Chief Financial Officer
Starting Compensation Pay: $60,000/annually

PURPOSE: The Executive Office Manager provides high-level administrative support to the Senior Leadership Team, including the Chief Officer Suite and Executive Leadership Team, while coordinating the daily operations of the agency's Headquarters office. This position manages executive correspondence, calendars as needed, meetings, travel, front desk operations, office vendors, fleet administration, and office-compliance activities. The Executive Office Manager works across departments and locations to maintain consistent office practices and efficient operations.

ESSENTIAL DUTIES AND RESPONSIBILITIES:

• Provide high-level administrative support to the Senior Leadership Team, including correspondence, document preparation, and special projects.
• Coordinate executive calendars, meetings, travel arrangements, and related logistics.
• Serve as the primary point of contact for visitors, callers, vendors, and business partners.
• Manage daily Headquarters office operations, ensuring a professional, organized, and efficient work environment.
• Coordinate meeting and event logistics, including scheduling, room setup, materials, and refreshments.
• Oversee office supply inventories, purchasing activities, and distribution of resources across agency locations.
• Serve as the primary liaison for office vendors, facility services, maintenance requests, and equipment repairs.
• Perform clerical and financial support functions, including mail processing, petty cash reconciliation, expense documentation, and payment tracking.
• Monitor fleet administration and office compliance activities, including reporting, inspections, and follow-up actions.
• Train and support employees on established office procedures, fleet practices, and operational standards.
• Chair the Employee Engagement Committee and coordinate employee recognition and morale-building activities.
• Maintain confidentiality and exercise sound judgment while supporting senior leadership and agency operations.
• Additional duties as assigned.

 Please note that the Responsibilities and Qualifications provide a general overview of the primary duties for this role and the basic qualifications. This is not intended to be a comprehensive list of all responsibilities, duties, and skills required.  

Requirements

QUALIFICATION REQUIREMENTMENTS:

To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

EDUCATION and/or EXPERIENCE REQUIRED/PREFERRED:

Degree/Field Required: Associate degree in Business Administration, Office Administration, or a related field; equivalent relevant experience may be considered.

Degree/Field Preferred: Bachelor's degree in Business, Humanities, Social Sciences, or a related field.

Additional Fields of Knowledge Important for the Role:

• Executive and office administration
• Records and document management
• Calendar and scheduling coordination
• Event planning and travel coordination
• Customer service and visitor relations
• Basic financial controls and expense management
• Workplace safety and office operations
• Vendor and facilities coordination
• Fleet administration and compliance monitoring
• Microsoft Office applications and business technology systems

Experience Required: Five or more years of progressively responsible administrative experience, including experience supporting executives or senior leaders.

Experience Preferred: Experience within a nonprofit organization and experience coordinating office operations, vendor management, fleet administration, legal support activities, or governance-related functions.

Licenses/Certifications Required: None.

SKILLS REQUIRED:

Manager-Specific: Demonstrated ability to coordinate work across multiple departments and locations, provide guidance on established office practices, and professionally respond to inquiries from employees, visitors, vendors, Board members, donors, and community partners.

Basic: Strong written and verbal communication skills with exceptional attention to detail, organization, recordkeeping, time management, active listening, reading comprehension, and the ability to effectively learn, interpret, and apply new information.

Social: Ability to build and maintain positive working relationships with individuals at all organizational levels through professionalism, diplomacy, service orientation, collaboration, discretion, and strong interpersonal communication skills.

Problem Solving/Decision-Making: Ability to identify operational concerns, analyze available information, evaluate practical solutions, exercise sound judgment, adapt to changing priorities, manage competing demands, and consistently meet deadlines with limited supervision.

Resource Management: Ability to effectively manage time, office supplies, equipment, vendor relationships, workspaces, budgets, and multiple priorities while maintaining operational efficiency and accountability.

Technical: Ability to utilize office administration systems, communication platforms, fleet-management tools, records-management systems, and work-order software while troubleshooting routine issues and coordinating technical support when necessary.

Proficient Computer Skills In: Microsoft Excel, Outlook, Word, PowerPoint, and database or records-management systems.

Expert Computer Skills In: Microsoft Outlook, including advanced email and calendar management.

Trauma-Informed: Ability to support and interact with employees, clients, visitors, and community stakeholders in a manner that reflects Caritas Family Solutions' commitment to dignity, respect, empathy, professionalism, and trauma-informed practices.

VEHICHLE REQUIREMENTS: 

Access to reliable transportation: Required

Access to a reliable automobile: Preferred but not required

Proof of continued insurance: Required

Valid driver's license: Required

Additional license requirements: N/A

DRUG-FREE WORKPLACE:

Caritas Family Solutions is dedicated to maintaining a safe, healthy, and productive environment for our clients and employees. As part of this commitment, a strict drug-free workplace policy is maintained.