Executive Services Manager (Confidential/Management Position)

POSITION TITLE: Executive Services Manager (Confidential/Management Position)

SALARY RANGE: $3,447.76 - $5,093.93 Bi-weekly/ $89,641.76 - $132,442.18 Annual

REPORTS TO: Executive Director

LOCATION: San Leandro, CA

POSITION SUMMARY:

The Executive Services Manager supports and coordinates daily activities of executive office. This position serves as a key operational partner to the Executive Director and Associate Executive Director. The position manages administrative workflows, supervises Executive Office staff, and coordinates Board of Directors activities, cross-departmental initiatives, executive-level functions, and organization-wide projects.

The Executive Services Manager oversees Board governance operations, including meeting compliance, accessibility, public notices, official documentation, and Board-related website content. The position also serves as a primary point of contact for public inquiries and coordinates the handling of confidential legal documents with outside counsel and appropriate agency representatives.

Additionally, the Executive Services Manager conducts high-level research; anticipates operational needs and potential challenges; evaluates and implements software, tools, and systems; and leads process-improvement initiatives to enhance organizational efficiency. This position requires strong leadership, exceptional communication and organizational skills, sound judgment, a solution-oriented approach, and the highest degree of professionalism and confidentiality.

DUTIES AND RESPONSIBILITIES:

• Serves as the Executive Director’s operational partner, ensuring timely execution of priorities.
• Supervises the Executive office staff, including hiring, coaching, and conducting performance evaluations.
• Provides high-level administrative and clerical support to the Executive Director and Board of Directors, ensuring the agency remains responsive to individuals, families, and providers.
• Provides project management support for Executive Team and organization-wide initiatives, including developing project plans, establishing timelines, coordinating stakeholders, monitoring progress, and ensuring timely completion of deliverables.
• Anticipates and forecasts operational needs, potential challenges, project risks, and resource requirements; develops practical, solution-oriented recommendations to support informed decision-making and successful project outcomes.
• Acts as a key point of contact for the Executive Team and ensures efficient day-to-day operations.
• Manages the Executive Director’s calendar, meetings, appointments, and travel arrangements, including flights, lodging, and transportation.
• Maintains confidential information and utilizes multiple software platforms (OneDrive, Google Drive, DocuSign, SurveyMonkey, etc.), while learning new applications as needed.
• Manages and supports Executive Team projects, including compliance reporting.
• Coordinates meetings, including preparing agendas and documenting minutes and action items.
• Manages the Board calendar, agendas, and minutes. Ensures all Board and committee meetings comply with legal requirements, including ADA accessibility, translation services, timely posting of materials, and proper public notice. Manages meeting access, oversees transcription of minutes, and ensures Board members receive necessary support and accommodations. Maintains all required Board documentation, including annual updates, conflict-of-interest forms, and term/composition records.
• Maintains and updates the RCEB website, including Upcoming Events, Board of Directors pages, and committee pages. Posts monthly agendas, minutes, policies, RFPs, and other approved materials. Requests and uploads translated documents as required.
• Maintains all RCEB policies, legal documents, Board contracts, and historical records. Processes, files, and organizes complex and confidential documents in appropriate formats.
• Responds to and routes RCEB inquiries received by mail, email, website, and telephone. Consults as needed, prioritizes requests, and maintains accurate records of all inquiries.
• Processes and distributes confidential legal documents (e.g., subpoenas, limited conservatorships, court orders, complaints). Communicates with district attorneys, public defenders, and attorneys to facilitate efficient resolution.
• Completes administrative tasks as required, such as research, event coordination, data compilation, report preparation, and scheduling.
• Develops and implements multiple projects simultaneously and follows through in a timely manner.
• Interacts professionally and fosters a collaborative, respectful, and service-oriented environment with staff, community members, individuals served, families, partner agencies, and supervisors.
• Maintains active Notary Public commission.
• Performs other related duties as assigned.

JOB REQUIREMENTS AND QUALIFICATIONS: 

• Ten (10) years of progressively responsible administrative experience of which three (3) years should have been in a supervisory or managerial capacity.
• Ability to perform advanced administrative tasks using independent judgment, confidentiality, accuracy and speed. Ability to manage deadlines and time sensitive matters.
• Excellent communication skills, interpersonal skills, and writing skills. Ability to adapt and embrace changes.
• Extensive knowledge of and ability to use office programs such as Microsoft Office, Excel and others to create materials and compile statistical information and reports. Ability and willingness to adopt new technologies to improve processes.
• Valid California Driver’s license, automobile, and current auto insurance required.
• Must possess or obtain a California Notary Public commission within six months of employment and maintain the commission throughout employment.
• Bachelor’s degree in a management related field preferred.
• Ability to work variable hours including evenings and weekends. Evening hours required several days per month and occasional weekend days each year.
• Preference will be given to candidates with experience supporting a Board of Directors or similar governing body.
• Demonstrate cultural awareness and sensitivity and an ability to work effectively with culturally diverse populations.                        

PHYSICAL REQUIREMENTS:

The physical requirements described below are representative of those necessary to perform the essential functions of this position, with or without reasonable accommodation.

• Primarily sedentary work involving frequent computer use and routine movement within the workplace.
• Occasionally lifts and carries work materials and equipment, such as a laptop, weighing up to 10 pounds.
• Ability to travel to client homes, office locations, provider sites, and other community settings, as required.

WORK ENVIRONMENT:

• Work is generally performed in an office environment with moderate noise.
• The position may occasionally involve interaction with individuals experiencing distress.

BENEFITS:

At the Regional Center of the Easy Bay, we offer a full spectrum of competitive benefits including:

• 3 weeks paid vacation + 12 sick days
• 14 paid holidays + 3 floating holidays
• Multiple options for medical care (including Kaiser at 100% employer paid for employee)
• Dental and vision plans
• CalPERs Retirement (pension),
• Student Loan Forgiveness*
• Flex schedule, if applicable
• Work at Home schedules, if applicable
• Employee Assistance Program, including mental health care

 

*The Public Service Loan Forgiveness program is a federal program that forgives student loan debt for nonprofit employees after 120 qualifying payments. Employees who work at least 30 hours per week for a governmental, 501(c)(3) nonprofit, or other qualifying nonprofit organization may apply to have the balance of their student loans forgiven (tax free) after making 120 monthly payments.

Regional Center of the East Bay (RCEB) does not discriminate against job applicants on account of race, color, creed or religion, national origin including language use restrictions, sex, gender, gender identity or expression, age, sexual orientation, marital status, physical or mental disability, medical condition or HIV/AIDS status, political affiliation, military or veteran status, genetic characteristics, or ancestry.