Job description

Job Function

The Administrative Office Manager has primary responsibility for supporting the Chief Executive Officer and the entire executive leadership team through strategic relationship management and communications. The Administrative Office
Manager also manages the central administrative office of the district, ensuring effective, efficient central office operations. The Administrative Office Manager also leads appropriate staff in planning and implementing a variety of district events.

Duties

ESSENTIAL DUTIES AND RESPONSIBILITIES include but are not limited to the following. Other duties may be assigned by any member of the executive leadership team.

Communication Functions:

• Communicates regularly with the CEO and Executive Team regarding all ongoing district activities.
• Communicates sensitive issues effectively with diplomacy, persuasion, and accuracy.
• Maintains ongoing, informal dialogue with others to establish personal credibility and influence built on mutual trust, fairness, and honesty.
• Responds to inquiries from internal and external sources as directed by any member of the Executive Team.
• Builds effective working relationships inside and outside the organization.
• Collaborates with district personnel to improve communications between the Executive Team and all parts of the organization.

Planning and Organization Functions:

• Organizes and maintains all electronic and hard copy files for the CEO and any members of the Executive Team as requested.
• Maintains calendar of events for the CEO and any member of the Executive Team.
• Tracks projects/tasks to ensure work is completed on schedule.
• Plans and organizes all district-related travel for the Executive Team.
• Responds to internal and external requests for information or documentation on behalf of any member of the Executive Team.
• Assists, as requested, with the planning and implementation of any meetings involving any members of the Executive Team.
• Leads and/or assists in the planning and implementation of various events across the district including convocation, teacher appreciation, staff meetings, holiday gatherings, or other special events involving district personnel.
• Manages any special project on behalf of any member of the Executive Team.

Other Functions:

• Maintains and updates confidential data at the request of the Executive Team.
• Provides thorough and timely minutes of meetings and distributes to staff.
• Proactively seeks innovative best practices and solutions across a wide variety of departments to improve organizational efficiency on behalf of the Executive Team.
• Assists the CEO in developing, monitoring and evaluating the effectiveness of the organizational structure.
• Provides thorough and timely reports, data, and information as requested by the Executive Team.
• Manages special projects as assigned by the Executive Team.

Management of Administrative Office:

• Hires, supervises and monitors the Central Administration Receptionist, Central Administration custodial staff and Administrative Clerks.
• In coordination with Human Resources, acts as the primary liaison for the onboarding of all new central administration employees.
• Proactively manages all operations of the central administration office including, but not limited to, supplies, maintenance, safety, security, access and cleaning.
• Establishes, implements and monitors policies and procedures for the effective functioning of the administrative office.
• Acts as the primary point of contact for all administrative office functions.
• Establishes and monitors systems for the effective and efficient use of all district-owned vehicles housed at central administration.
• Collaborates extensively with all department heads to continuously and effectively monitor the changing staffing needs of such departments to ensure full administrative support.

Skills/Qualifications

The overarching requirement for this role is someone who can build trust with the Executive Management Team, has an understanding of and motivation for education, and most important, the capacity to manage multiple competing priorities and a fast-paced schedule while moving forward long-term strategic goals.

• Skilled at simultaneously coordinating multiple tasks, initiatives, and schedules.
• Ability to anticipate executive’s needs.
• Strong computer and internet research skills – including proven proficiency with MS Office, including Word, PowerPoint, Excel, Outlook, electronic databases, and e-filing.
• Ability to work under pressure, meet established deadlines, work with autonomy, and handle a fast paced, ever changing environment.
• Ability to work well with office management and staff, external professionals and vendors.
• Capability to be on-call during evenings and weekends as needed.
• Exceptional organizational, communication, and interpersonal skills, both verbal and written.
• Ability to maintain complete confidentiality and discretion in business relationships and exercise sound judgment.

Job Type: Full-time

Pay: From $47,500.00 per year

Benefits:

• Dental insurance
• Health insurance
• Paid time off
• Retirement plan
• Vision insurance

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Grand Prairie, TX 75050: Reliably commute or planning to relocate before starting work (Required)

Experience:

• Office management: 1 year (Preferred)
• Administrative Assistant: 1 year (Preferred)

Work Location: In person

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