Senior Executive Assistant, Administrative Offices
About The Position
NCIA is seeking an experienced Senior Executive Assistant to support its Executive Office and Finance leadership. The position serves as an administrative partner to executive leaders, helping maintain organizational effectiveness and advance strategic priorities. It involves direct support for executive leadership, including the CEO, Chief of Staff, CFO, Board members, and senior stakeholders, as well as exposure to executive operations, board governance, finance administration, strategic projects, workflow improvement, and cross-functional collaboration. The role manages executive calendars, scheduling, meetings, travel, correspondence, follow-up, board and committee logistics, records, action items, and deadlines. It also provides administrative support to the CFO, tracks finance deadlines and compliance-related schedules, coordinates approvals and document routing, and assists with audit preparation and financial documentation. The Senior Executive Assistant maintains confidential records and workflows, uses Microsoft 365 tools, identifies process improvements, and partners with senior leaders to manage competing priorities. This is a full-time, exempt, on-site position in Baltimore, Maryland, with a Monday–Friday schedule of 8:30 a.m. to 5:00 p.m.
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 supporting senior executives or C-suite leaders.
- Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
- Exceptional organizational, communication, and time-management skills.
- Demonstrated 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 financial-documentation organization.
- 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 enhance administrative processes.
- Partner with senior leaders to manage competing priorities and ensure timely execution of organizational objectives.
Benefits
- Comprehensive health benefits
- Dental benefits
- 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
