Office Manager/Executive Assistant

Job Description

Job Description

Job Title: Executive Assistant & Office Manager FLSA Status: Exempt

Reports To: Scout Executive / CEO

Position Summary & Purpose

The Executive Assistant & Office Manager serves as the trusted administrative partner to the Scout Executive while overseeing the day-to-day administrative operations of the Orange County Council office. This highly visible position requires exceptional judgment, professionalism, confidentiality, and organizational skills to support executive leadership, interface with the Executive Board and community leaders, and supervise the Council's administrative support team.

This role combines executive-level support with operational leadership by ensuring efficient office operations, coordinating governance activities, managing administrative personnel, and maintaining a professional, responsive environment that supports the Council's mission.

Essential Duties and Responsibilities:

Executive Support

• Serve as the primary Executive Assistant to the Scout Executive.
• Manage complex calendars, appointments, travel, and meeting schedules.
• Prepare correspondence, presentations, reports, agendas, and confidential documents.
• Screen communications and exercise sound judgment regarding priorities and access.
• Coordinate executive meetings and follow-up on action items.
• Maintain highly confidential information with absolute discretion.
• Anticipate the administrative needs of the Scout Executive and proactively resolve issues.

Board & Executive Leadership Support

• Serve as the primary liaison between the Scout Executive and Executive Board members.
• Coordinate Board of Directors and Executive Committee meetings.
• Prepare meeting notices, agendas, board packets, presentations, minutes, and supporting documentation.
• Maintain board records, governance files, resolutions, and official Council documents.
• Coordinate communications with board members, community leaders, and key stakeholders.
• Support special events, donor meetings, and executive-level functions.

Office Management

• Direct the daily administrative operations of the Council office.
• Develop and improve office procedures, workflows, and administrative processes.
• Ensure efficient office operations and appropriate administrative coverage.
• Coordinate purchasing of office supplies, equipment, and vendor services.
• Oversee office technology, equipment maintenance, and facility administrative needs.
• Assist with departmental budgets and expense tracking.
• Recommend operational improvements that enhance efficiency and customer service.

Administrative Team Supervision

• Supervise, coach, and support a team of four administrative employees.
• Delegate work assignments and establish priorities.
• Conduct training and provide ongoing performance feedback.
• Participate in performance evaluations, employee development, and corrective coaching as needed.
• Foster teamwork and accountability within the administrative staff.
• Coordinate staffing schedules and workload distribution.

Administrative Leadership

• Assist in the development, monitoring, and administration of departmental and administrative operating budgets by tracking expenditures, identifying variances, ensuring fiscal accountability, and recommending cost-effective solutions to support Council operations.
• Establish service standards for front-office operations.
• Ensure consistent, professional interactions with volunteers, donors, parents, staff, and community members.
• Assist with organization-wide administrative projects.
• Support HR, finance, membership, and program departments with special initiatives.
• Maintain accurate records and ensure compliance with organizational policies.

KPI Budget Stewardship

Maintain administrative operating expenses within approved budget parameters through proactive monitoring, accurate forecasting, timely reporting, and responsible resource management.

Knowledge, Skills & Abilities

• Exceptional organizational and project management skills.
• Advanced written and verbal communication skills.
• Strong interpersonal skills with the ability to build relationships at all organizational levels.
• Ability to exercise sound judgment and maintain strict confidentiality.
• Excellent leadership and supervisory skills.
• Ability to manage multiple priorities in a fast-paced environment.
• High level of professionalism, diplomacy, and discretion.
• Strong proficiency with Microsoft Office Suite, Teams, Outlook, Excel, PowerPoint, and board management technologies.
• Ability to independently solve problems and improve processes.

Minimum Qualifications

• Associate's degree required; Bachelor's degree preferred.
• Five (5) to seven (7) years of progressively responsible executive administrative or office management experience.
• Minimum of three (3) years of supervisory or team leadership experience.
• Experience supporting executive leadership and governing boards strongly preferred.
• Experience in nonprofit, association, education, or mission-driven organizations is desirable.

Working Relationships

This position regularly interacts with:

• Scout Executive
• Executive Board of Directors
• Executive Committee
• Community and business leaders
• Donors and volunteers
• Council leadership team
• Administrative support staff
• National BSA representatives
• Vendors and external partners

Success Measures (Key Performance Indicators)

• Executive calendar accuracy and responsiveness.
• Timely preparation of Board materials and meeting coordination.
• Administrative team productivity and service levels.
• Office operational efficiency.
• Timeliness and accuracy of executive communications.
• Board satisfaction with administrative support.
• Continuous improvement of office processes and administrative workflows.

Equal Opportunity Employer

Scouting America, Orange County Council is an equal opportunity employer and considers all qualified applicants without regard to disability or any other protected status.