Executive Assistant to the CEO

THREAD INC•Baltimore, MD

3d•Onsite

About The Position

The Executive Assistant is responsible for providing administrative support and leverage to the CEO in the form of calendar management, scheduling, drafting and sending communications, meeting and event planning, preparation, coordination, execution, and special projects. Additionally, the Executive Assistant coordinates and attends all Thread Executive Team, Board of Director, and All-Staff meetings, takes notes, and sends meeting recaps. The Executive Assistant ensures the CEO’s workflow and schedule is on track and aligned with Thread’s priorities.

Requirements

Minimum 3-5 years of related work experience required
High School Diploma or equivalent required
Very strong interpersonal, communications and writing skills; ability to interact with staff and Board at all levels and build relationships
Very strong ability to manage tasks, prioritize issues and execute work in an efficient and timely manner
Proficiencies with technology (e.g. Google Suite, Excel, Salesforce) and Google Platform and willingness to adapt to new technologies
Ability to handle sensitive and confidential information with discretion
Ability to employ sound judgment
Ability to function in a high-paced and at times stressful environment

Nice To Haves

Bachelor’s degree in Business Administration or related field preferred
Experience working closely with organization or company executives strongly preferred
Previous nonprofit experience preferred
excellent communication and writing skills
detail oriented
highly organized
positive attitude
self-motivated
adept problem-solver
flexible
able to rapidly prototype

Responsibilities

Support the CEO with email management, focusing on maintenance, tracking, and follow-up
Help the CEO prioritize and manage the calendar
Populate CEO calendar, ensuring it is consistently up-to-date, complete, and accurate
Record and disseminate minutes and/or notes in meeting spaces including Thread Executive Team meetings, Board of Director meetings, and All-Staff meetings
Draft external and internal communications for CEO review and publication including emails, meeting notes, and memoranda
Draft, finalize and disseminate Board of Director calendars for both individual committee and full Board meetings
Work collaboratively with the CEO to provide ongoing support with the planning and execution of appreciation notes, gifts, tokens, and events for staff, Board of Directors, and others
Maintains strict confidence with sensitive information
Prepare and edit correspondence, presentations, and reports for the CEO
Conduct research and compile data as directed by the CEO
Track and manage expense reports and invoices
Assist in special projects and initiatives as assigned by the CEO
Support with the agenda creation and dissemination and follow-up for the Thread Executive Team, Board of Director, and All-Staff meetings
Prepare CEO for meetings, in partnership with other key staff and members of the Board of Directors
Collaborate with development team members to provide accurate data, draft narratives and other support as needed
Support in ensuring that all grant proposals are submitted accurately and on time, adhering to each funder's guidelines and requirements
Coordinate with finance, human resources and program staff to gather necessary information for proposals and ensure alignment of budgetary needs with program goals
Provide additional writing support for the development team as needed
Management of special projects delegated by the CEO
Draft, write, and send handwritten notes and gifts