Executive Assistant, Administrative Offices
About The Position
NCIA is seeking an experienced Executive Assistant to support its Executive Office and Finance leadership. The role helps keep executives, priorities, and projects moving forward by anticipating needs, managing competing priorities, and handling confidential information with discretion. It provides direct support and exposure to executive leadership, including the CEO, Chief of Staff, CFO, Board members, and senior stakeholders. The position includes executive calendar and meeting coordination, travel arrangements, correspondence, Board and committee support, and tracking action items and deadlines. It also provides administrative support to the CFO, including coordination of finance deadlines, audits, reporting schedules, approvals, electronic signatures, and financial documentation. The Executive Assistant maintains confidential records and administrative workflows, uses Microsoft 365 tools, and identifies opportunities to improve efficiency and processes. This is a full-time, exempt, on-site position in Baltimore, Maryland, scheduled Monday through Friday from 8:30 a.m. to 5:00 p.m. NCIA describes its work as mission-driven and focused on changing lives, one person at a time.
Requirements
- Bachelor's degree in Business Administration or a related field, or equivalent experience.
- 5–7 years of administrative support experience.
- At least 3 years of experience supporting senior executives or C-suite leaders.
- Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
- Exceptional organizational, communication, and time-management skills.
- Ability to manage confidential information with discretion and professionalism.
- Experience coordinating board activities, executive workflows, records management, and deadline tracking systems.
Nice To Haves
- Highly proactive and self-directed.
- Strong critical thinking and problem-solving abilities.
- Ability to anticipate needs and manage multiple priorities.
- Strong attention to detail and follow-through.
- Professional presence and confidence interacting with executive leadership.
Responsibilities
- Manage complex calendars and scheduling for executive leadership.
- Coordinate meetings, travel arrangements, executive correspondence, and follow-up activities.
- Support Board and committee meeting logistics, materials, records, and communications.
- Maintain action items, deadlines, and priority tracking systems.
- Assist with organization-wide events and special projects.
- Provide administrative support to the CFO, including calendar management and meeting coordination.
- Track recurring finance deadlines, audits, reporting schedules, and compliance requirements.
- Coordinate approvals, electronic signatures, and document routing processes.
- Support audit preparation and organize financial documentation.
- Monitor deliverables and follow up with stakeholders to ensure timely completion of key priorities.
- Maintain executive records, confidential files, and administrative workflows.
- Use Microsoft 365 tools to manage scheduling, collaboration, documentation, and reporting.
- Identify opportunities to improve efficiency and administrative processes.
- Partner with senior leaders to manage competing priorities and ensure timely execution of organizational objectives.
Benefits
- Competitive salary
- Comprehensive health, dental, and vision benefits
- Generous paid time off
- Retirement savings opportunities
- Professional development and growth opportunities
- Mission-driven work with meaningful community impact
- Collaborative and supportive team environment
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What This Job Offers
Job Type
Full-time
Career Level
Senior
Education Level
Associate degree
