SummaryThe Executive Office Administrator/Office Manager leads the executive office administration and the daily management of office operations.  The position provides administrative and operational support to the President & CEO, establishes procedures and standards to improve efficiency and effectiveness of office procedures, and provides administrative support to the NLADA Insurance Program Boards of Directors (NLADA Service Corporation (NSC) and NLADA Mutual Insurance Co., RRG (NLADA Mutual) and Insurance Program staff. Essential Duties and ResponsibilitiesThe statements contained below describe the scope of responsibility and essential functions of this position but should not be considered an all-inclusive listing of work requirements. Incumbent may perform other duties as assigned, including work in other areas.Executive Office AdministrationProvides administrative support to the CEO, NSC and NLADA Mutual Board of Directors.Manages and maintains the CEO’s calendar to optimize time and facilitate the exchange of information.Monitors and reviews the CEO’s email and other correspondence, including composing and drafting correspondence and replies.Assists the CEO in developing and monitoring budgets for the Executive Office.Coordinates the physical and logistical arrangements for Board of Directors meetings.Coordinates the preparation of Board Books and associated meeting agendas and materials.Acts as the Insurance Program’s Board Portal Administrator.Travels to meetings and conferences as needed to provide on-site management and support to the CEO, the Board of Directors, and staff business development activities.Supports CEOs business development activities and business relationships, including tracking and follow up, coordinating touches and assisting with communications with potential members.Office Management:Works with the CEO and/or her designee to create, update and maintain office policies and procedures.Coordinates with NLADA’s Director of Administrative Services as needed.Coordinates NSC staff’s operational needs.Coordinates with HR to onboard and offboard staff and consultants.Coordinates with the National Legal Aid and Defender Association’s (NLADA) IT department on NSC’s IT needs.Plans in-house or off-site team activities, such as planning retreats, parties, or celebrations.Works with CEO and VP of Insurance Operations to schedule Team Meetings and develop and distribute agendasProcesses and tracks insurance payments and refunds, in coordination with VP of Insurance Operations or her designee and the Insurance Program’s Captive Manager (MLM).Other duties as assigned.
