Executive Office Manager

You Are:

You are deeply organized, proactive, and detail-oriented, with a natural ability to bring structure, clarity, and follow-through to complex and fast-paced environments. You anticipate needs before they arise, think several steps ahead, and consistently operate with a high level of professionalism, responsiveness, and discretion. You are someone others trust to manage work with care, sound judgment, and reliability. You are an exceptional communicator who can manage sensitive information and interact confidently with a wide range of stakeholders, including senior leaders, board members, staff, families, and external partners. You are calm under pressure, adaptable when priorities shift, and capable of balancing multiple competing demands without losing attention to detail. You are both relational and highly execution-oriented. You build strong working relationships while also ensuring accountability, organization, and momentum behind key priorities. Most importantly, you are energized by supporting mission-driven leadership and are committed to helping create the systems and conditions that allow a school community to thrive.

You will:

As the Executive Office Manager to the CEO, you will serve as a highly trusted operational and administrative partner responsible for helping maximize the CEO’s effectiveness, focus, and impact across the organization. You will manage the day-to-day functions of the CEO’s office with exceptional organization, discretion, and attention to detail, while also supporting broader organizational priorities through strong systems, communication, and follow-through. In this role, you will coordinate complex logistics, manage information flow, support Board of Trustees operations, and ensure high-priority initiatives and commitments move forward efficiently and effectively. You will play a critical role in creating the conditions that allow executive leadership to remain focused on advancing E.L. Haynes’ mission, vision, and strategic priorities. Additionally, you will play an integral in the communication and coordination of families through communications and events. This is a 12-month role that reports to and heavily supports the Chief of Staff.

Executive Operations and Administration

• Oversee the day-to-day functions of the Executive Office, ensuring strong coordination of priorities, and workflows.
• Own and maintain a highly complex calendar, balancing internal meetings, board commitments, school events, and external engagements.
• Serve as the primary contact internal and external requests, partnering with the Chief of Staff to ensure strategic alignment of the CEO’s time and priorities. 
• Partner with the Chief of Staff to implement and manage systems that track Executive Office priorities, deliverables and next steps.
• Own and manage all CEO logistics, including travel booking and expense reporting, ensuring accuracy efficiency, and seamless execution. 
• Ensure the CEO is prepared for all meetings and events with timely agendas, briefing materials, and background information.

• Coordinate and project manage CEO meetings and engagements, ensuring strong preparation, communication, and follow-through across teams. 
• Draft and edit professional communications, presentations, and documents.
• Ensure urgent matters are elevated quickly and routine matters are routed appropriately.
• Track open items and follow up to ensure timely responses and completion.
• Support the execution of the CEO’s priorities, including contributing to and at times leading key special projects and events.

Support Board of Trustees Operations

• Prepare and distribute board agendas, meeting materials, and supporting documents.
• Coordinate board meetings, retreats, and committee logistics.
• Maintain board records and ensure materials are organized and accessible.
• Support trustee onboarding and ongoing communication.

Family and Community Engagement Support

• Coordinator logistics, scheduling, materials and communications for family-facing events and community engagement opportunities involving the CEO.
• Serve as the point of contact for inquiries directed to the CEO office, ensuring families and community members receive timely, professional, and responsive communication.
• Support the planning and execution of special events that strengthen relationships between school leadership, families, alumni, donors and community partners.
• Maintain systems for tracking family and community engagement activities, correspondence and follow-up actions to ensure strong stakeholder relationships. 

Starting Salary: $53,375 - $75,938 

You have:

• 5+ years of experience providing executive-level administrative support, preferably to a CEO, superintendent, or senior executive.
• Exceptional organizational skills and meticulous attention to detail.
• Strong written and verbal communication skills.
• Demonstrated ability to manage competing priorities in a fast-paced environment.
• High levels of discretion and judgment when handling confidential information.
• Experience preparing presentations, reports, and professional correspondence.
• Proficiency with Google Workspace, Microsoft Office, and calendar management tools.
• Strong project management and follow-through skills.
• A proactive mindset with the ability to anticipate needs and solve problems independently.

You might also have:

• Experience supporting a board of directors or trustees.
• Experience in education, nonprofit, or mission-driven organizations.
• Familiarity with public charter schools or school operations.
• Oral and/or written proficiency in Spanish.