Executive Administrative Assistant

Executive Administrative Assistant

The ideal candidate is responsible for providing administrative support to the Chief Executive Officer. The ideal candidate will be either local to Baltimore, MD or remote. If the candidate is not local to Baltimore or the East Coast, they would still be required to work normal East Coast business hours and be able to come to the Pearlstone Conference and Retreat Center from time-to-time. 

Job Summary: 

• Coordinates calendar and schedules meetings for CEO, ensuring strategic priorities at all times, including meeting preparation and necessary notes.
• Monitor flow of emails in CEOs inbox and elevate issues about which CEO should be aware. 
• Responds as CEO to some emails and drafts replies to others for CEO to approve.
• Coordinate remarks and prep time for CEO speaking engagement or high-profile groups on site at retreat centers.
• Responsible for general project management and deadlines for projects involving CEO including Associated Jewish Life Managing Council, major grant deadlines, and more.
• Support development and deadlines of the PowerPoint presentations for the CEO.
• Assists in making travel arrangements, arranging accommodations, and prepping and coordinating materials as directed by the CEO.
• Responsible for CEO credit card receipts and reports.
• Perform additional administrative duties for the CEO, and the national leadership team as requested by the CEO, which includes typing correspondence, attending, and taking minutes at some leadership and board meetings. Sets up forms and formats as needed to ensure flow of work.
• Schedules and makes arrangements for Board and committee meetings, as well as staff meetings, which include room set-ups, preparing materials, and food. 
• Maintains up-to-date rosters for the Adamah Board of Directors and other committees.
• Serves as the liaison between the CEO and the Board of Directors at certain times. Prepares documentation for the nominating process. 
• Inserts CEOs signature into contracts, letters, etc. at the direction and discretion of CEO.
• Provides tech support to CEO for email, Zoom, phone, etc.
• Develops and maintains filing system; maintains permanent record of meetings and correspondence.
• Participates in organization training, staff meetings, committees, and special events.
• Maintains and enforces agency policies and procedures.
• Provide excellent customer service.
• With multiple priorities, you will have additional responsibilities in areas requiring administrative work, utilizing organizational skills, project management, and time management.

Helpful prior skills and experience include: 

• 3-5 years minimum of prior experience as an Executive Assistant to Executive Director/CEO and Board of Directors.
• Demonstrated knowledge and proficiency in computer skills to include Microsoft Office, including SharePoint, OneDrive, Outlook, Word, Excel, Doodle Poll, and PowerPoint. Knowledge of Zoom, including setting-up and hosting meetings.  Database proficiency, Salesforce preferred. The ability to learn and incorporate new technologies is a priority.
• High level of written and verbal skills.
• This role will work in a fast-paced environment, so the candidate must be able to prioritize and be detail oriented.
• Strong customer service, interpersonal and telephone skills.
• Demonstrated ability to work cooperatively and effectively with lay leadership, staff, and community.
• Demonstrated ability to maintain employee, member, and lay leader information at the highest level of confidentiality.

General: 

• It is everyone’s job to ensure the financial health of the organization through retreat sales, program revenue, and/or fundraising.
• Attend weekly department meetings.
• Attend monthly all-staff meetings.
• Must possess a solid work ethic with strong organizational and time-management skills, excellent attention to detail, professional verbal, and written communication skills in English, as well as provide excellent customer service. 
• Must maintain a professional demeanor. 
• Must be able to adapt to changing situations.
• Other tasks/duties as assigned. 

Working Conditions: 

This is a non-exempt position with work hours set to Monday-Friday. Potential for travel based on staff retreats/gatherings. 

This job description does not state or imply that the above are the only duties and responsibilities assigned to the position. Employees holding this position will be required to perform any other job-related duties as requested by Management. All requirements are subject to possible modification to reasonably accommodate individuals with a disability. 

90 Day Check In: Ninety days from date of employment date, there will be a check in between you and your supervisor. Annually thereafter.