Executive Office Manager

Position Summary The Executive Office Manager provides high-level executive, administrative, operational, fiscal, and project-management support to the Deputy Executive Director. Working from the Executive Office, the position helps coordinate the day-to-day systems, information, projects, and follow-through needed to support effective agency operations across ACES schools, programs, services, finance, and central-office functions. This is a high-trust position with broad agency exposure and significant responsibility. The Executive Office Manager serves as a central resource for leaders, employees, vendors, and external partners; anticipates needs; resolves administrative and operational issues; and ensures that sensitive, time-critical work is completed accurately. The position has no direct supervisory responsibility but routinely coordinates work across departments and supports the Deputy Executive Director in managing agency-wide priorities on the Executive Director's behalf. Essential Duties and Responsibilities The duties below describe the primary responsibilities of the position. Additional related responsibilities may be assigned based on agency needs. Executive Office and Agency Operations Provide high-level administrative and operational support to the Deputy Executive Director in overseeing agency operations, services, schools, fiscal activities, and strategic initiatives. Manage priorities, schedules, information flow, correspondence, meeting preparation, documentation, and follow-up for the Deputy Executive Director. Serve as a knowledgeable and responsive point of contact for agency questions, procedures, administrative needs, and operational concerns; identify issues and coordinate appropriate solutions. Coordinate cross-departmental work and maintain clear ownership, deadlines, approvals, records, and follow-up for agency-wide projects. Exercise sound judgment and strict confidentiality when handling executive, employee, fiscal, legal, contractual, and other sensitive information. Project and Program Coordination Coordinate special projects and strategic initiatives, including banking matters, CHEFA activities and audits, bonding, retirement plan matters, ACESUP, state and federal projects, and other assignments directed by the Deputy Executive Director. Develop and maintain project plans, files, schedules, action-item logs, decision records, approvals, and supporting documentation. Coordinate project meetings, gather information from responsible parties, identify delayed or incomplete work, and ensure timely follow-through. Support ACES Services initiatives and assist Service Directors with projects, purchases, documentation, and administrative processes. Provide project and administrative support to Marketing and other agency functions as assigned. Fiscal, Purchasing, and Administrative Support Provide administrative and operational support to the Fiscal Department and coordinate fiscal matters requiring Executive Office involvement. Prepare, process, review, and track invoices, requisitions, purchase documentation, and payments in accordance with agency procedures and delegated authorization levels. Use agency budgets, account information, and supporting records to process transactions accurately and route items for approval. Maintain complete fiscal and audit documentation and assist with tuition-rate materials and related administrative processes. Monitor pending transactions, resolve documentation issues, and coordinate with Fiscal staff, departments, and vendors to prevent unnecessary delays. Contracts, Procurement, Vendors, Insurance, and Compliance Coordinate agency contracts and maintain current, accessible records of agreements, approvals, renewals, amendments, insurance documentation, and key dates. Support Requests for Proposals and other procurement activities through preparation, scheduling, document control, communication, and recordkeeping. Develop productive working relationships with vendors; coordinate meetings, purchases, documentation, questions, issue resolution, and follow-up. Maintain agency insurance policies and related records and obtain Certificates of Insurance as required. Maintain confidential legal and compliance records and provide administrative support for audits, regulatory requirements, and state or federal reporting. Serve as a Connecticut Notary Public for agency business after obtaining and maintaining the required commission. Technology, Systems, and Artificial Intelligence Use Microsoft 365, Paycom, Tyler Enterprise ERP (Munis), PowerSchool, approved AI platforms, and other agency systems to manage information, transactions, workflows, records, communication, and reporting. Apply AI tools responsibly to improve research, drafting, analysis, meeting preparation, document management, process efficiency, and administrative decision support while protecting confidential and regulated information. Identify, design, document, and help implement practical AI-enabled workflows and automations that reduce manual work, strengthen accuracy, and improve service across the agency. Provide practical guidance, demonstrations, and support to employees adopting approved AI tools and technology-enabled processes. Evaluate work produced with AI, verify accuracy, apply professional judgment, and comply with agency policies governing privacy, security, records, and acceptable use. Remain current on emerging technology and recommend tools or process improvements that provide clear operational value. Meetings, Records, Personnel Processes, and Events Maintain calendars and schedule recurring, goal-setting, evaluation, vendor, project, and special meetings; coordinate logistics, materials, records, and follow-up. Support employee evaluation, goal-setting, time-and-attendance, and related personnel processes by scheduling meetings and securely organizing required documentation. Create and maintain accurate digital and paper filing systems in accordance with confidentiality, access, retention, and organizational requirements. Manage Executive Office supplies and purchasing and support continued improvement of digital recordkeeping and administrative processes. Plan and coordinate in-house and off-site agency activities, including venues, vendors, schedules, purchasing, materials, and on-site support. Attend occasional evening meetings, agency events, professional activities, and off-site assignments as required. Minimum Qualifications Bachelor's degree preferred and at least five years of progressively responsible experience in executive administrative support, office management, business operations, fiscal administration, project coordination, or a related field; an equivalent combination of education and relevant experience may be considered. Demonstrated experience supporting senior or executive leadership and managing confidential, sensitive, and time-critical work. Experience with budgets, purchasing, invoicing, requisitions, contracts, vendors, records, and administrative systems. Advanced proficiency with Microsoft 365 and demonstrated ability to learn and effectively use enterprise systems, including Paycom, Tyler Enterprise ERP (Munis), PowerSchool, and AI platforms. Current Connecticut Notary Public commission or ability and willingness to obtain and maintain one after hire. Preferred Qualifications Experience in an educational, governmental, nonprofit, or other public-sector organization. Experience coordinating audits, RFPs, insurance documentation, legal records, state or federal projects, or similar compliance activities. Experience designing workflows, implementing technology or AI-enabled process improvements, and supporting staff adoption of new tools. Experience coordinating complex, cross-functional initiatives involving executive leaders, operational departments, and external partners. Required Knowledge, Skills, and Abilities Exceptional organization, prioritization, time management, accuracy, and follow-through. Ability to manage multiple complex priorities independently in a fast-paced environment and adjust quickly as agency needs change. Strong project-management, analytical, troubleshooting, and problem-solving skills. Excellent written, verbal, interpersonal, and customer-service skills. Sound judgment, discretion, diplomacy, initiative, and the ability to anticipate needs before they become urgent. Ability to understand agency operations broadly, connect information across functions, and direct employees to appropriate resources. Ability to build effective working relationships with executive leaders, employees, school and program staff, vendors, public officials, and external partners. Ability to use technology and AI with appropriate human oversight, accuracy checks, confidentiality safeguards, and professional judgment. Work Environment and Physical Requirements This position is performed primarily on-site in a professional office environment at 370 James Street, New Haven, Connecticut. The role requires regular use of computers, office systems, and communication technology; frequent interaction with employees and external partners; and the ability to remain effective during periods of competing deadlines and interruptions. The employee must be able to attend meetings and events at other ACES or partner locations and occasionally work outside normal business hours. Reasonable accommodations will be provided in accordance with applicable law. Professional Development Participate in professional learning related to executive office management, public-sector operations, finance, technology, artificial intelligence, and organizational effectiveness. Participation may include AESA Executive Assistant Forums, AESA conferences, and other learning opportunities approved by the Deputy Executive Director. Position Expectations and Disclaimer The Executive Office Manager is expected to demonstrate dependable attendance, responsiveness, professionalism, sound judgment, and a service-oriented approach. This job description identifies the general nature and level of work performed and is not intended to be an exhaustive list of every duty. ACES may revise responsibilities to meet operational needs. Employment is subject to applicable ACES policies, procedures, credentialing requirements, and pre-employment requirements. ACES is an equal opportunity employer. Area Cooperative Educational Services