Manager of Administration - EVP/COO

In this role, the Manager of Administration serves as a strategic, highly trusted partner to the EVP & COO, anticipating needs and prioritizing competing demands. The position drives executive-level project management by developing plans, tracking deliverables, preparing agendas and status updates, and ensuring follow-through on action items across teams reporting to the EVP & COO. The role also strengthens operational effectiveness through process design and continuous improvement.

What you'll do:

Executive Support:

• Provide comprehensive executive support to the EVP & COO, managing daily operational and administrative needs including priorities, task flow, and executive coordination.
• Serve as a trusted partner to leadership by anticipating needs, proactively resolving issues, and ensuring the EVP & COO has all materials for meetings and engagements.
• Manage CEO Senior Executive Assistant, ensuring effective and efficient administrative support for the CEO office.

Project Management:

• Track and manage timelines, deliverables, and outcomes for major projects spanning the teams reporting to the EVP & COO.
• Develop project plans, agendas, and status updates for executive-level initiatives.
• Follow up with stakeholders to ensure adherence to project timelines.
• Identify risks, bottlenecks, and opportunities for process improvement, escalating issues as needed.
• Participate in high-level strategic planning meetings, capturing action items and ensuring follow-through.
• Support special projects tied to organizational priorities, change management, or strategic initiatives.

Process Optimization & Management:

• Develop and implement processes for efficient operation for the EVP & COO; responsible for continued alignment with budget goals; demonstrate operational competence and ability to work independently.
• Maintain calendar for the EVP & COO and other designated staff. Track appointments and other events. Maintain departmental calendar for the office of the EVP & COO. 
• Organize executive meetings, including agenda preparation, meeting logistics, minute-taking, and tracking follow-ups and action items.
• Effectively coordinate and provide logistical support for meetings as assigned by EVP & COO and/or other designated staff. Attend meetings at various geographic locations to assist with location and event needs.
• Effectively handle all types of communication including internal and external constituents; provide correspondence support. Meet with EVP & COO regularly to discuss and follow-up on communication and activities.  Keep EVP & COO informed of communication and activities handled in his absence.
• Plan, schedule and organize all aspects of domestic and international travel for the EVP & COO and other staff as directed.
• Accurately and timely complete documentation and communication to register the EVP & COO and other designated staff for various meetings and conferences as directed.
• Provide efficient office assistance as needed for the EVP & COO’s office. Manage day-to-day inquiries, mail, communication, and issues as directed.
• Accurately and timely prepare, audit and process invoices for payment. Accurately complete expense reports and voucher requests for the EVP & COO and other designated staff as required.
• Manage, review, prepare and monitor expense reports on a timely basis. Provide technical support and training for staff to ensure accurate expense reporting.
• Effectively manage department procurement tasks to include equipment, office supplies, floral arrangements, books, subscriptions, publications, renewals, and printing jobs. Research and purchase equipment, materials and supplies, while maintaining budget. Prepare invoices for payment.  Use discretion and sound fiscal judgment while managing Buckner resources.
• Prepare correspondence and presentations as required to support the EVP & COO.

 What you’ll bring:

• Requires in-depth understanding of a comprehensive field of knowledge. Requires a demonstrated ability to define problems, collect data, establish facts, conclude, plan, execute and evaluate. This field of knowledge is normally associated with the attainment of a bachelor’s degree in a related field. Bachelor’s Degree or equi