Location: Monroeville, Pennsylvania
Job Title: Experienced Executive Office Manager
Status: Full-Time Professional
Annual Salary Range: $68,300 - $146,500
*Salary commensurate with education and experience.
Job SummaryAs an Experienced Executive Office Manager at BPMI, you will work under limited direction and perform routine to moderately complex business functions to execute the BPMI mission in areas including but not limited to supporting the top levels of leadership by overseeing day-to-day operations of the executive office and performing a wide variety of administrative tasks in support of Department Managers, Deputy Department Managers, and may provide support to the Corporate Counsel. This position ensures efficient administrative support to senior leadership, coordinates schedules, organizes meetings, handles correspondence, and facilitates communication between executives and internal or external stakeholders. Acts as a liaison to streamline executive functions and supports strategic initiatives as required.
Essential Duties:- Use established processes to manage the schedule and workload for each executive supported by maintaining complex calendars, priorities, and workflows ensuring alignment with organizational strategy; independently screening, prioritizing, and routing requests and escalating complex scheduling issues as needed.
- Coordinate logistics for retreats, leadership summits, supplier symposiums, etc. and travel, including security and contingency planning.
- Use discretion, judgment, and knowledge of the organization to anticipate needs, identify and resolve sensitive issues, facilitate the executive's activities and ensure strict confidentiality of privileged information including financial data, personnel information, legal documents, and classified/proprietary corporate information.
- Serve as the primary operational liaison between executives and internal/external stakeholders; controlling and prioritizing access to the executive; and independently facilitating timely, accurate responses to inquiries and issues of significance.
- Oversee executive office operations supporting top leadership and make decisions with minimal supervision to support the effective operation of the office.
- Prepare and quality check executive briefing materials, board level documents, analyses, talking points, and decision packages to support high-level decision-making.
- Maintain executive office document archives by following established governance and records management standards, ensuring documents are organized, accurate, and accessible.
- Support strategic initiatives, leadership reviews, and organizational planning cycles by managing information flow, documentation, and deliverables by tracking action items, deadlines, and commitments.
- Solve operational problems proactively convey executive intent, clarifying expectations, and reinforcing organizational priorities and standards, anticipate leadership needs and enable executives to focus on strategic work.
- Maintain continuity of operations by developing repeatable processes, templates, and documentation for executive support functions.
- May manage internal budgets such as unallowable, Extra Hours, Travel and related resources and make recommendations to optimize the use of funds and services as assigned.
- The essential duties identified are representative but are not intended to be an exhaustive or inclusive list of all the responsibilities of the position.
What You Can Expect:- A culture that values people through recognition of accomplishments, work life balance, and a sense of community.
- A diverse group of talented individuals working toward the common goal of supporting the United States Navy in their pursuit of national security.
- Competitive and attractive pay and benefits with a stable organization.
- Opportunities to participate in BPMI sponsored committees and clubs, each with their own mission and purpose.
- Career advancement and professional development programs.
Minimum Job Requirements:- Bachelor's degree in a related field from an accredited college or university.
- A minimum of four (4) years of relevant executive office support experience.
- Twelve (12) or more years of completed education and/or relevant executive office support experience may be considered to satisfy educational and years of experience requirements.
- Requires a security clearance; however, all qualified candidates will be considered regardless of their current clearance status. The ability to obtain and maintain a Department of Energy security clearance is required.
Preferred Job Requirements:- Solid proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook, etc.), virtual meeting platforms, and collaboration tools; ability to learn new systems quickly.
- Experience supporting senior leaders or executives in a corporate or technical environment.
- Strong written and verbal communication skills, with the ability to prepare clear, professional correspondence and documents.
- Proven track record of maintaining confidentiality and exercising sound judgment and discretion.
- Committed to maintaining high standards of quality.
- Able to manage priorities independently and contribute to team objectives with strong attention to detail and deadlines.
- Ability to drive initiatives and ensure compliance across departments with complex regulatory, procedural and contractual requirements.
- Strong desire to learn and adapt to new challenges.
- Ability to work extended hours on occasion based on executive and organizational needs.
