Executive Administrative Assistant

Synergy Services • Parkville, MD

19d • Onsite

About The Position

The Executive Administrative Assistant provides high-level administrative and organizational support to the CEO and executive leadership team. This position is responsible for coordinating executive schedules and meetings, preparing and maintaining documents and records, supporting board and executive leadership activities, coordinating communications, and assisting with organizational projects and priorities. The Executive Leadership Administrative Assistant serves as a key organizational resource and works with a high degree of professionalism, discretion, confidentiality, and independent judgment. This position helps ensure effective communication, organization, follow-through, and coordination across executive leadership and the organization.

Requirements

• Associate degree from a college or university, or two years related experience and/or training; or equivalent combination of education and experience.
• Ability to read, analyze and interpret common technical journals and financial reports.
• Ability to respond to common inquiries or complaints from customers, regulatory agencies or members of the business community.
• Ability to effectively present information in one-on-one and small group situations to customers, clients and other employees of the organization.
• Ability to solve practical problems and deal with a variety of concrete variables in situations where only limited standardization exists.
• Ability to interpret a variety of instructions furnished in written, oral, diagram or schedule form.
• Must have the ability to use general office equipment, type, and must be proficient in the use of Teams, Outlook, PowerPoint, Word, Excel and Google shared documents.
• Must be at least 20 years of age, pass a background check and Family Care Safety Registry screening, fingerprint screen, drug screen and have a valid driver’s license and proof of insurance.

Responsibilities

• Provide comprehensive administrative support to the CEO and executive leadership team.
• Manage and coordinate calendars, meetings, appointments, and schedules.
• Prepare meeting agendas, materials, presentations, correspondence, and other documents as requested.
• Coordinate logistics for executive leadership meetings, retreats, special events, and organizational activities.
• Monitor action items and follow up on assignments to support timely completion.
• Maintain organized and accessible records related to executive leadership activities.
• Assist executive leadership with special projects, research, reports, and organizational initiatives.
• Coordinate information and communication among executive leadership, staff, board members, community partners, and other stakeholders as appropriate.
• Handle sensitive and confidential information with discretion and maintain appropriate confidentiality at all times.
• Provide administrative support for meetings of the Board of Directors and board committees as assigned.
• Assist with preparation and distribution of board agendas, meeting materials, minutes, and related documents.
• Maintain board records and assist with tracking board activities, assignments, and follow-up items.
• Assist with scheduling and coordination of board meetings, trainings, retreats, and special events.
• Support communication with board members as directed by the CEO or other executive leadership.
• Draft, format, proofread, and distribute correspondence, reports, presentations, policies, and other written materials.
• Assist with internal and external communications on behalf of executive leadership.
• Respond to routine inquiries and direct questions or requests to the appropriate executive or department.
• Maintain professionalism and appropriate confidentiality in all written, verbal, and electronic communications.
• Coordinate and organize information received by executive leadership to ensure timely follow-up.
• Assist with coordinating agency-wide meetings, events, and projects.
• Maintain calendars, schedules, contact information, and other organizational records.
• Assist with tracking deadlines, reports, contracts, renewals, and other important organizational requirements as assigned.
• Coordinate with departments throughout the organization to obtain information and support completion of executive leadership priorities.
• Assist with preparation of organizational reports, presentations, and materials for internal and external use.
• Identify administrative processes that could be improved and recommend more efficient approaches.
• Maintain confidential executive, board, and organizational records in accordance with agency policies and applicable requirements.
• Organize electronic and physical files to ensure information can be located efficiently.
• Assist with maintaining corporate records, policies, agreements, meeting records, and other official organizational documents.
• Support document retention and recordkeeping practices as assigned.
• Represent Synergy Services in a professional manner when interacting with employees, board members, community partners, vendors, and members of the public.
• Participate in committees, meetings, and organizational activities as assigned.
• Support the mission, vision, values, and goals of Synergy Services.
• Participation in Performance and Quality Improvement activity is required by each employee.
• Performs other duties as assigned.

Benefits

• medical, dental, vision, life and disability insurance
• paid vacation and holidays
• sick days and personal holidays
• a 401K Plan with Employer Match

What This Job Offers

• Job Type: Full-time
• Career Level: Executive
• Education Level: Associate degree