Manager of Executive Affairs - Office of the Chief Operating Officer
Indianapolis, IN, United States
GENERAL DESCRIPTION OF POSITION: The Manager of Executive Affairs plays a pivotal role in supporting the Office of the Chief Operating Officer (COO) by managing executive meetings, systems operations, building maintenance & equipment, coordinating projects, and serving as liaison with the NFHS Fulfillment Center.
ESSENTIAL AND RELATED JOB RESPONSIBILITIES:
Understand the concepts and priorities of the COO's role and effectively support in executing key initiatives.
Manage assigned projects from inception to completion, ensuring deadlines are met and deliverables are of high quality.
Develop formal reports and responses based on gathered information and analysis.
Provide exceptional customer service to internal and external stakeholders, addressing inquiries and requests in a timely and professional manner.
Demonstrate servant-leadership by actively supporting the COO’s office and leadership team in achieving organizational goals.
Utilize advanced technology skills to create and manage reports using Excel and other relevant software.
Coordinate the COO’s calendars, meetings, and agendas, ensuring all necessary materials are prepared and distributed in advance.
Attend executive meetings with the COO and other stakeholders, take comprehensive notes, and provide meeting minutes.
Maintain confidentiality and handle sensitive information with discretion.
Collaborate with cross-functional staff members to ensure seamless communication and execution of tasks.
Oversee the state order process and fulfillment of NFHS publications.
Serve as direct communicator with the NFHS membership regarding customer service concerns/complaints within the fulfillment process (i.e. follow-up on order issues).
Manage the process of receiving, maintaining, and protecting all official NFHS records and archives.
Initiate the research and negotiation process for purchasing/leasing office equipment.
Manage all communication for office operations and building maintenance.
Other duties as assigned.
REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES:
Exceptional attention to detail.
Outstanding customer service skills.
Excellent written and verbal communication skills.
Advanced technology proficiency, and the ability to create reports using Microsoft Office applications.
Efficient and effective task management, including managing meetings, calendars, agendas, meeting materials, and meeting minutes.
Management skills to include the ability to appropriately exercise independent thinking and decision-making.
Ability to confidently work with executive-level groups and/or individuals and communicate effectively.
Ability to understand the essentials of the COO’s Office and plan ahead.
Advanced editing skills and professional writing.
Ability to handle confidential and sensitive matters.
Ability to initiate the process for negotiating contracts and agreements with vendors.
Ability to organize, multi-task, focus on details, and investigate resources.
Ability to practice soft skills (communication, listening, problem-solving, flexibility) when providing customer service to all constituents of the NFHS.
Qualifications
Bachelor's Degree
Experience in an executive support capacity. (preferred)
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