Executive Assistant & Office Manager

CHESTERWYE CENTER•Grasonville, MD

8h•$48,000 - $52,000•Onsite

About The Position

The Executive Assistant & Office Manager is responsible for providing high-level administrative support to the Chief Executive Officer and the Chief Financial Officer while overseeing the daily operations of the office. This role ensures executive priorities are managed efficiently, office systems run smoothly, and administrative processes support organizational goals. The position requires strong organizational skills, discretion, and the ability to manage multiple priorities in a fast-paced environment.

Requirements

Associate or Bachelor’s degree preferred
3–5 years of executive or administrative experience
Strong organizational and time-management skills
Excellent written and verbal communication
High level of professionalism and discretion
Proficiency in Microsoft Office and Google Workspace
Ability to manage multiple priorities in a fast-paced environment
Must have access to personal use of a vehicle to conduct agency business.
Must have a valid driver’s license and an acceptable driving record as determined by criteria established by Chesterwye’s insurance carrier and Chesterwye policy.
Attention to detail
Problem-solving and initiative
Confidentiality and trustworthiness
Strong interpersonal skills
Project coordination
Adaptability and flexibility

Responsibilities

Serve as primary administrative support to the executive team.
Assist in organizing the CEO’s workload, calling attention to items of high priority.
Support all incoming calls.
Arrange appointment calendar, including scheduling all regular meetings with staff, board of directors, and committees.
Maintain an accurate filing system (digital and physical).
Assume responsibility for establishing pleasant, cooperative relationships with staff, helping when needed.
Assist during the Day Program and residential-based events.
Responsible for keeping all common spaces, assigned spaces, and equipment clean, safe, and attractive.
Understand and work toward agency goals /objectives.
Maintain appropriate confidential records.
Responsible for typing documents/ meeting minutes.
Responsible for reviewing work order submissions/ follow-up in iCare Manager.
Manage incoming calls, emails, and office communications
Prepare reports, presentations, and internal documents
Oversee daily office operations and administrative systems
Maintain office supplies, equipment, and vendor relationships
Support with coordinating building maintenance, utilities, and service contracts
Develop and improve office procedures and workflows
Ensure the office environment is professional, organized, and efficient
Support HR processes: onboarding, orientation, files, and tracking
Support the finance department by depositing checks into operations accounts, tasks such as invoice routing, expense tracking, and filing.
Support the development department with mailing, event organizing, and data entry.
Maintain organized digital and paper filing systems