Torchora
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Key Responsibilities and Required Skills for Executive Services Manager

💰 $110,000 - $175,000

AdministrationManagementOperationsExecutive Support

🎯 Role Definition

This role requires a highly organized and strategic Executive Services Manager to lead our administrative support function for the C-suite. In this pivotal role, you will act as a strategic partner to our senior leadership team, ensuring seamless operational efficiency and providing world-class executive support. You will be the backbone of the executive office, managing a team of Executive Assistants and driving key initiatives forward. This is a unique opportunity for a proactive and experienced professional to make a significant impact at the highest levels of our organization, serving as a trusted advisor and a master of execution.

📈 Career Progression

Typical Career Path

Entry Point From:

  • Senior Executive Assistant
  • Lead Executive Assistant
  • Office Manager (with extensive executive support duties)
  • Project Coordinator/Manager

Advancement To:

  • Director of Administration
  • Chief of Staff
  • Director of Operations
  • VP of Administration

Lateral Moves:

  • Senior Project Manager
  • Corporate Events Director
  • HR Business Partner

Core Responsibilities

Primary Functions

  • Lead, mentor, and manage a team of Executive Assistants, fostering a collaborative, high-performance culture and ensuring consistent, high-quality support for all executives.
  • Provide direct, sophisticated support to the CEO and/or other key C-suite members, including complex calendar management, anticipating needs, and resolving scheduling conflicts proactively.
  • Orchestrate and manage all logistics for Board of Directors meetings, including scheduling, agenda preparation, compiling and distributing board materials, and minute-taking.
  • Act as the primary project manager for executive-led initiatives, tracking deliverables, coordinating with cross-functional teams, and ensuring deadlines are met.
  • Serve as the central point of contact and gatekeeper for the executive office, triaging requests, and communicating on behalf of executives with internal and external stakeholders.
  • Plan and execute high-stakes internal and external events, such as executive off-sites, all-hands meetings, investor-relations events, and client summits.
  • Oversee and manage the departmental budget for the executive office, including expense report processing, invoice management, and variance analysis.
  • Develop, implement, and refine administrative processes and standards to improve efficiency, communication, and overall operational excellence across the organization.
  • Arrange complex and detailed international and domestic travel itineraries, including flights, accommodations, ground transportation, and visa requirements.
  • Prepare, proofread, and format confidential correspondence, presentations, reports, and other documents for executive review and distribution.
  • Handle highly sensitive and confidential information with the utmost discretion and professionalism, maintaining trust and integrity at all times.
  • Partner with HR on the recruitment, onboarding, training, and professional development of the administrative support team.
  • Coordinate and prepare for key leadership meetings, including staff meetings and executive leadership team (ELT) sessions, by preparing agendas, materials, and tracking action items.
  • Build and maintain strong working relationships with key stakeholders across all levels of the organization to facilitate smooth communication and collaboration.

Secondary Functions

  • Manage and maintain office facilities and supplies for the executive suite, ensuring a professional and productive work environment.
  • Provide backup support for other Executive Assistants during absences to ensure continuous coverage for the leadership team.
  • Conduct research on special projects as assigned by the executive team, summarizing findings and providing recommendations.
  • Assist in the preparation and coordination of company-wide communications originating from the executive office.
  • Act as a cultural ambassador, championing the company's values and promoting a positive work environment within the administrative team and beyond.
  • Stay updated on best-in-class tools and technologies for administrative support and recommend improvements to current systems.
  • Manage special assignments and personal requests for executives as needed, demonstrating flexibility and a service-oriented mindset.
  • Collaborate with IT to ensure executives have the necessary technology, support, and training for optimal productivity.
  • Process and reconcile corporate credit card statements and out-of-pocket expenses for the executive team in a timely manner.
  • Serve as a key resource and mentor for administrative professionals throughout the organization, not just on the direct team.

Required Skills & Competencies

Hard Skills (Technical)

  • Expert-level proficiency in Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and Google Workspace (Gmail, Calendar, Docs, Sheets).
  • Extensive experience with travel booking platforms and expense management systems (e.g., Concur, Expensify).
  • Familiarity with project management software (e.g., Asana, Trello, Monday.com) and collaboration tools (e.g., Slack, Microsoft Teams).
  • Proficiency with video conferencing platforms (Zoom, Webex, Google Meet) and managing virtual/hybrid meetings.
  • Strong budget management and financial tracking skills.
  • Experience with board portal software (e.g., Diligent, Boardvantage) is highly desirable.

Soft Skills

  • Exceptional Leadership & Team Management: Proven ability to lead, mentor, and motivate a team of administrative professionals.
  • Unwavering Discretion & Confidentiality: The ability to handle sensitive business and personal information with the highest level of integrity.
  • Strategic Thinking & Proactivity: An anticipatory mindset, able to think several steps ahead and identify potential issues before they arise.
  • Superior Organizational & Time Management Skills: Master of multitasking, able to prioritize a high volume of complex tasks in a fast-paced environment.
  • Flawless Communication & Interpersonal Skills: Articulate, poised, and professional in all written and verbal communication, with strong emotional intelligence.
  • Advanced Problem-Solving Abilities: Resourceful and decisive, capable of navigating ambiguity and finding effective solutions independently.
  • High Adaptability & Composure: Thrives in a dynamic, ever-changing environment and maintains a calm, professional demeanor under pressure.
  • Exceptional Attention to Detail: A commitment to accuracy and excellence in all work products, from scheduling to document preparation.

Education & Experience

Educational Background

Minimum Education:

  • Bachelor's Degree

Preferred Education:

  • Master's Degree in a relevant field or professional certification (e.g., Certified Administrative Professional - CAP).

Relevant Fields of Study:

  • Business Administration
  • Management
  • Communications
  • Liberal Arts

Experience Requirements

Typical Experience Range:

  • 10-15 years of progressive administrative experience, with at least 5 years supporting C-suite level executives and 3+ years in a people management or leadership role.

Preferred:

  • Experience in a fast-paced, high-growth technology or public company environment is highly advantageous. Proven track record of managing an administrative team and supporting a CEO/President.
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