Administrative Solutions Manager

Job Summary:

*Please note this is a Boston-based role with a minimum requirement of two days in the office.

Coordinates the operation of Executive Assistants in a pooled organizational model and reports directly to the Project Manager responsible for overseeing the Administrative Solutions team for GL&C. Manages staff, including hiring, training, coaching, development, and capacity management. Uses objective setting and performance evaluation processes to ensure employees understand expectations, receive regular feedback/guidance, and are appropriately recognized and rewarded. Deals decisively with performance and/or conduct issues using the performance management process. Ensures high-potential employees are challenged and developed. Keeps close partnership with executives to best support executive assistants in their development and performance, while ensuring the team meets business needs.

Responsibilities:

• Hires, develops, and retains a high-performing team of executive assistants for a function using a pooled EA model. Monitors and manages capacity among the team, ensuring coverage for effective management of executive assistant support.
• Oversees and maintains the task intake system to ensure accurate tracking and prioritization of incoming requests and tasks.
• Compiles and analyzes data from the task intake system to produce regular reports for leadership, providing insights on workflow efficiency, resource allocation, and the overall effectiveness of the pooled model.
• Fosters an engaging climate that promotes diversity and inclusion, supports positive communication and collaboration, and encourages continuous development.
• Manages the annual performance cycle for staff. Establishes a mutual understanding of performance expectations. Obtains feedback on performance from executives, supports, and conducts performance calibration. Discusses progress on objectives, development opportunities, and career aspirations.
• Ensures team members receive effective onboarding and ongoing training and development, while providing guidance and feedback to improve technical skills and abilities.
• Ensures the team develops and maintains effective business relationships with executives, internal partners, and external contacts. Fosters an environment of collaboration and partnership with peers and other administrative staff outside of the function.
• Aligns schedules and processes with the business needs of executives, supported. Builds efficiency and effectiveness into communications and processes, soliciting input from the team, which may include leveraging new technology or functionality to enhance service delivery.
• Proactively keeps a pulse on team sentiment. Anticipates concerns and issues; assists with and guides others in resolving conflicts. Acts as a point of contact for questions, development, and scheduling. Shares best practices and reinforces problem-solving techniques.
• Lead/provides project management support, as relevant.

• Strong knowledge of administrative procedures, software applications (such as Microsoft Word, Excel, PowerPoint, Teams, Adobe Acrobat, etc.) records management systems, and other business procedures and terminology.
• Excellent organizational skills, time management skills, and attention to detail, as well as the ability to plan for executive needs, being resourceful and proactive.
• Strong ability to create a work environment that fosters positive employee engagement.
• Displays high degree of professionalism in order to maintain confidential information with discretion, deal with people tactfully, resolve conflict, and establish strong relationships and positive communication.
• Competencies typically acquired through an associate`s degree (or equivalent) and 7 or more years of relevant and progressively more responsible administrative experience, to include prior experience providing support at the executive level and 3 or more years in a highly effective lead role and/or management capacity.