Executive Assistant

The Family Tree • Baltimore, MD

2d

About The Position

This position offers comprehensive administrative support to the Executive Director, including managing complex scheduling, correspondence, communications, and document preparation (such as emails, calls, memos, and reports). The role also involves coordinating travel logistics and handling highly confidential matters. Additionally, it includes general office management and administrative coordination, with an emphasis on meeting deadlines and ensuring smooth operations. The position requires interaction with program staff, management, the Board of Directors, staff, funders, and external stakeholders.

Requirements

• BA required OR five (5) years administrative experience in an executive environment in lieu of degree
• Proficient in technical skills, particularly with the Microsoft Office Suite (including Word, Excel, PowerPoint, and Outlook), as well as Raiser’s Edge and Access.
• Demonstrates exceptional customer service capabilities.
• Capable of functioning independently with minimal supervision in a dynamic, fast-paced environment.
• Exhibits strong organizational abilities, including proficiency in multitasking and establishing priorities effectively.
• Possesses excellent verbal and written communication skills.
• Displays meticulous attention to detail coupled with robust organizational skills.
• This position necessitates occasional travel utilizing a personal vehicle. A valid driver’s license and proof of car insurance coverage are required.
• Additionally, some evening and weekend work may be necessary.

Responsibilities

• Provide comprehensive administrative support to the Executive Director.
• Manage and organize the Executive Director's intricate daily calendars and activities, effectively resolving any scheduling conflicts that may arise.
• Assist in preparing for board committee meetings by sending out invitations and reminders, tracking attendance, writing minutes, and following up on action items
• Draft and edit letters, emails, correspondence, memos, and formatted reports; develop presentation materials with the requisite approval from the Executive Director.
• Coordinate travel arrangements for the Executive Director and support staff.
• Prepare for meetings attended by the Executive Director, including arranging the meeting room (in person or virtually), procuring refreshments, and attending the meeting as necessary.
• Maintain organized filing systems and databases while ensuring the confidentiality of sensitive information.
• Collaborate with Directors on the formulation of the annual staff meeting schedule.
• Oversee the monthly Staff Meetings for the organization by preparing the agenda, coordinating the completion of PowerPoint presentations, and organizing food for in person meetings.
• Assist in the preparation, processing, and management of government grants by entering and maintaining accurate funder contact information, tracking report deadlines and submissions in Raiser’s Edge, and ensuring the grant proposal folder is current.
• Monitor all grant and program contracts, including those submitted to the legal team for review and approval.
• Procure office supplies as needed.
• Process check requests or submit invoices for payment through the Requisition Center (RQC) system.
• Maintain and track subscription services for online media, video conferencing, and related databases.
• Support special projects, research initiatives, and other duties as assigned

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level