Manager of Administration - EVP/COO

Buckner International•Dallas, TX

1d•Hybrid

About The Position

In this role, the Manager of Administration serves as a strategic, highly trusted partner to the EVP & COO, anticipating needs and prioritizing competing demands. The position drives executive-level project management by developing plans, tracking deliverables, preparing agendas and status updates, and ensuring follow-through on action items across teams reporting to the EVP & COO. The role also strengthens operational effectiveness through process design and continuous improvement.

Requirements

Requires in-depth understanding of a comprehensive field of knowledge. Requires a demonstrated ability to define problems, collect data, establish facts, conclude, plan, execute and evaluate. This field of knowledge is normally associated with the attainment of a bachelor’s degree in a related field.
Bachelor’s Degree or equivalent in a related field required.
Minimum 10 years prior related experience supporting C-level executives required.
Proficient in budgeting, project management, and financial reporting.
Requires ability to relate positively, influentially, and sensitively to a broad spectrum of people in a variety of multi-tiered relationships and settings to include but not limited to staff/faculty, various organizations, cultural identities, board and council members.
Requires ability to work under pressure and remain flexible as priorities change.
Working some evenings and/or weekends required based on business needs.
Requires ability to consistently demonstrate excellence in customer service while representing the office of the EVP and COO to internal and external constituents.
Requires ability to establish and maintain effective working relationships with staff, trustees, vendors, residents, families, agency representatives, donors, and other internal and external constituents.
Requires a strong sense of diplomacy and demonstrated success in developing strong collaborative relationships with organizational peers and outside colleagues. Requires ability to relate positively, influentially, and sensitively to a broad spectrum of individuals in a variety of multi-tiered relationships and settings.
Requires sensibility and adaptability to cultures representative of existing program locations.
Requires ability to provide strategic and logistical planning and facilitate meetings, conferences, workshops, and retreats as required.
Requires the ability to establish and maintain effective professional working relationships with staff, Board of Trustees, constituents, and a variety of individuals, groups and the public.
Requires ability to provide effective leadership through demonstrated excellent interpersonal skills.
Requires excellent professional public speaking and presentation skills.
Requires in-depth understanding of a comprehensive field of knowledge.
Requires ability to act with integrity, maintain confidentiality, be detail oriented, define problems, draw conclusions, and make decisions expeditiously.
Must demonstrate the ability to take initiative, work independently with minimal supervision, create, plan, and successfully manage, prioritize, and execute projects, meet deadlines, maintain a high level of organization in a high volume, fast-paced environment.
Requires a strong sense of self-awareness, emotional intelligence, critical thinking and judgement, diplomacy and demonstrated success in developing collaborative relationships with organizational peers, senior and executive leaders, and staff, to relate positively, influentially, and sensitively to a broad spectrum of people in a variety of multi-tiered relationships, settings, and in a multi-cultural environment.
Requires proven ability to lead people and situations effectively and consistently through influence with the organization’s core values and a servant leader mindset.
Requires strong communication skills including but not limited to negotiation, influence and consensus building to interface with employees at all levels within the organization as well as external vendors and agencies. This includes proficient ability to speak, read and write English.
Requires ability to speak clearly and make self-understood effectively in face-to-face and virtual interactions. Requires the ability to hear and receive verbal instructions. Requires correct and accurate English grammar, punctuation, spelling, and proofreading.
Requires demonstrated strong analytical skills, including an ability to synthesize large amounts of information and to focus quickly on the essence of an issue; strong commitment to producing measurable results.
Requires in-depth ability to administer and report status of budgets.
Requires bias for fact-based decision making and action-oriented project management practices.
Requires ability to function in a fast-paced, high volume, multi-faceted, results-oriented work environment and to analyze issues, identify priorities, manage projects and make decisions expeditiously.
Requires proficient working knowledge and skills using Microsoft Office 365 applications to create documents, complex spreadsheets, and creative, engaging training visual presentations.
Requires proficient working knowledge and ability to timely and accurately operate and perform tasks using standard office equipment, including, but not limited to, copy machines, fax machines, telephone, calculator, and other equipment as directed.
Requires recognition that the organization is a faith-based organization operating with a commitment to Christian principles.

Nice To Haves

Master’s Degree in related field preferred.

Responsibilities

Provide comprehensive executive support to the EVP & COO, managing daily operational and administrative needs including priorities, task flow, and executive coordination.
Serve as a trusted partner to leadership by anticipating needs, proactively resolving issues, and ensuring the EVP & COO has all materials for meetings and engagements.
Manage CEO Senior Executive Assistant, ensuring effective and efficient administrative support for the CEO office.
Track and manage timelines, deliverables, and outcomes for major projects spanning the teams reporting to the EVP & COO.
Develop project plans, agendas, and status updates for executive-level initiatives.
Follow up with stakeholders to ensure adherence to project timelines.
Identify risks, bottlenecks, and opportunities for process improvement, escalating issues as needed.
Participate in high-level strategic planning meetings, capturing action items and ensuring follow-through.
Support special projects tied to organizational priorities, change management, or strategic initiatives.
Develop and implement processes for efficient operation for the EVP & COO; responsible for continued alignment with budget goals; demonstrate operational competence and ability to work independently.
Maintain calendar for the EVP & COO and other designated staff. Track appointments and other events. Maintain departmental calendar for the office of the EVP & COO.
Organize executive meetings, including agenda preparation, meeting logistics, minute-taking, and tracking follow-ups and action items.
Effectively coordinate and provide logistical support for meetings as assigned by EVP & COO and/or other designated staff. Attend meetings at various geographic locations to assist with location and event needs.
Effectively handle all types of communication including internal and external constituents; provide correspondence support. Meet with EVP & COO regularly to discuss and follow-up on communication and activities. Keep EVP & COO informed of communication and activities handled in his absence.
Plan, schedule and organize all aspects of domestic and international travel for the EVP & COO and other staff as directed.
Accurately and timely complete documentation and communication to register the EVP & COO and other designated staff for various meetings and conferences as directed.
Provide efficient office assistance as needed for the EVP & COO’s office. Manage day-to-day inquiries, mail, communication, and issues as directed.
Accurately and timely prepare, audit and process invoices for payment. Accurately complete expense reports and voucher requests for the EVP & COO and other designated staff as required.
Manage, review, prepare and monitor expense reports on a timely basis. Provide technical support and training for staff to ensure accurate expense reporting.
Effectively manage department procurement tasks to include equipment, office supplies, floral arrangements, books, subscriptions, publications, renewals, and printing jobs. Research and purchase equipment, materials and supplies, while maintaining budget. Prepare invoices for payment. Use discretion and sound fiscal judgment while managing Buckner resources.
Prepare correspondence and presentations as required to support the EVP & COO.