Manager, Office of the CEO

Manager, Office of the CEO Available to current Alameda Health System employees only Oakland, CA Executive AHS Executive Support Full Time - Day Management $57.99- $96.65/ ph Req #: 44502-33084

FTE: 1

Posted: August 16, 2026 Summary Under general direction, manages the day-to-day operations of the Office of the Chief Executive Officer (CEO), providing strategic administrative leadership and operational oversight in support of the CEO and Executive Office. Plans, organizes, coordinates, and evaluates a broad range of complex, highly confidential, and sensitive administrative, operational, and project management functions. Oversees administrative support staff, fosters professional development, and ensures the delivery of high-quality executive support services. Develops and implements administrative policies and procedures, manages special projects, and serves as a key liaison between the CEO, executive leadership, governing bodies, external stakeholders, and community partners. Exercises sound judgment, independent decision-making, and discretion in managing priorities that advance the strategic goals and operational effectiveness of the Executive Office. DUTIES & ESSENTIAL JOB FUNCTIONS: NOTE: The following are the duties performed by employees in this classification. However, employees may perform other related duties at an equivalent level. Not all duties listed are necessarily performed by each individual in the classification.

1. Assists the CEO in developing long-rage space utilization and acquisition plans.
2. Assists the CEO in managing departmental and associated budgets, including preparing and maintaining detailed spreadsheets, monitoring encumbrances, payments, and journal entries; analyzes budget requests and provides recommendations to the CEO.
3. Coordinates and administers personal service or consultant contracts; ensures that contract provisions are met and that appropriate approvals are received.
4. Initiates correspondence for signature of CEO, receives incoming correspondence, attaches appropriate supporting documentation, and distributes to CEO or executive staff as appropriate.
5. Maintains accurate records and files related to work performed.
6. Performs and directs office administrative activities such as organizing and maintaining highly sensitive, confidential, and administrative files and ordering office supplies and related equipment for the CEO; maintains records of purchases.
7. Performs revenue and expenditure projections for organizational budget; compiles figures, prepares justifications, and coordinates the budget development process; reviews expenditure reports, prepares internal reports, and maintains inventory records.
8. Oversees the day-to-day operations of the Office of the CEO, ensuring efficient workflows, consistent administrative practices, and seamless executive support.
9. Develops, implements, and continuously improves operational policies, procedures, and administrative standards that enhance organizational efficiency.
10. Serves as the operational leader for Executive Office initiatives, coordinating complex projects and ensuring timely completion of strategic priorities.
11. Provides direct leadership, supervision, coaching, and performance management for executive assistants supporting the Executive Leadership.
12. Conducts regular on-on-one meetings, establishes performance expectations, provides ongoing feedback, and supports employee development and career growth.
13. Leads team meetings, facilitates communication, promotes collaboration, and fosters a culture of accountability, professionalism, and continuous improvement.
14. Plans and implements professional development initiatives, including training programs, retreats, and team-building activities that strengthen organizational effectiveness.
15. Creates and maintains administrative standards, onboarding programs, and professional development resources for Executive Office staff.
16. Develops succession planning strategies and career development opportunities to strengthen administrative excellence across the organization.
17. Prepares and maintains all agreements under the purview of the CEO between AHS and outside individuals and agencies, ensures that agreements are properly executedand as requested, prepares associated payments.
18. Prepares periodic and special reports and compiles information, including varied, complex, sensitive and confidential information such as operational and administrative concerns, policies, procedures, function and organizational structure, expense control, record-keeping procedures with forms, documents and payrolls; assists the CEO, executives and line managers with revised procedures.
19. Provides support to the Human Resources Department by interpreting rules, regulations and memorandums of understanding; may direct or coordinate payroll, training and personnel record keeping.
20. Represents the Office of the CEO in meetings and collaborative initiatives with executive leadership, internal departments, external partners, and community stakeholders.
21. Builds collaborative relationships across the organization to support strategic priorities and facilitate effective communication between executive leadership and operational teams.
22. Exercises sound judgement and independent decision-making in managing sensitive, confidential, and high-impact organization matters.
23. Schedules appointments and arranges conferences for CEO and other relevant staff; makes travel arrangements, prepares invoices, payments and reimbursement forms
24. Performs other related duties as assigned.

MINIMUM QUALIFICATIONS:

Any combination of education and experience that would likely provide the required knowledge, skills and abilities as well as possession of any required licenses or certifications is qualifying. Required Education: Completion of a Bachelor’s Degree in the field related to the work or an equivalent combination of an AA degree and an additional one (1) year of progressively responsible experience. Preferred Education: Master’s Degree. Required Experience: Seven (7) years of progressively responsible experience providing executive-level administrative, operational, and project management support, including experience supporting senior executive leadership. Minimum Experience: Minimum of three (3) years of supervisory or management experience leading administrative or professional staff. Minimum Experience: Demonstrated experience managing complex organizational initiatives, cross-functional projects, budgets, contracts, and highly confidential information. Minimum Experience: Experience developing and implementing administrative policies, procedures, and process improvements. Preferred Experience: Experience supporting a Chief Executive Officer, executive leadership team, or governing board. Minimum Experience: Experience leading organizational change initiatives and continuous process improvement efforts. #J-18808-Ljbffr Alameda Health Sytem