Executive Office Manager

Catholic Charities of Baltimore is seeking an Executive Office Manager to report to the Executive Director and to support the executive leadership team and assists in leveraging external and internal relationships with Board of Trustee members and other stakeholders, through strong communication & planning. This position supports Board Member onboarding, training, and ongoing engagement, and helps execute consistent engagement opportunities for the Executive Director with funders, donors, volunteers, and other stakeholders. This role blends advanced project management expertise with the professionalism, discretion, and service mindset of an executive assistant. Monday to Friday 8 AM - 4 PM.

JOB DUTIES & RESPONSIBILITIES:

Handles executive assistant tasks for the Executive Director and Chief Operating Officer, including calendar management, expense reporting, phone calls, planning for meeting room set-up and clean-up, food, and audio-visual needs for meetings, and handles other administrative duties as needed. Plans and coordinates all board meetings, retreats, and committee meetings, including agenda development, materials, logistics, and minutes. Ensures timely distribution of board meeting materials and executive updates by updating the meeting and member management software. Onboards and trains Board Members on use of the meeting and member management software; trains internal agency staff on member management system for committees they support. Maintains Board of Trustees files and ensures timely and compliant onboarding requirements for new board members are met. Organizes and plans for consistent engagement of the Executive Director with key donors and stakeholders, including planning and executing an annual calendar. Executes consistent follow-up either in addition to or on behalf of the Executive Director for key events, meetings, calls, etc. Strategically plans and organizes Board of Trustees engagement activities to ensure Board Members and key stakeholders are involved on a regular basis with information and events within the Agency, including scheduling volunteer opportunities, conducting tours, identifying, and scheduling enrichment activities. Works with the Chief Development Officer to efficiently assist the Executive Director with developing and organizing a portfolio of clients for regular, consistent, and appropriate communications. Coordinates closely with the Chief Development Officer to schedule client meetings and to ensure appropriate follow-up by Development officers on asks, gifts, etc. Assists with correspondence and coordinates other staff to ensure Executive Director receives accurate, timely briefing materials and is fully prepared for meetings and events. Creates agendas and records and distributes accurate minutes for internal and external meetings to document decisions, responsibilities, and follow-up actions. Coordinates meetings and other direct engagement opportunities between the Executive Director and Board of Trustee members to support timely communication and effective board relationships. May help manage projects, events, or strategic initiatives by organizing timelines, resources, communications, and follow-up to support successful and timely completion. Performs other duties as assigned.

EDUCATION & EXPERIENCE REQUIREMENTS:

Bachelor’s degree in business administration, communications, nonprofit management, or a related field, or an equivalent combination of education, training, and relevant experience. Three (3) years working as an Executive Assistant, or with equivalent responsibilities, working closely with senior-level executives. Demonstrated experience supporting senior-level leaders; exercising sound judgment and discretion; coordinating events, facilities, calendars, and schedules; and supporting organizational initiatives that strengthen engagement with key external stakeholders.

REQUIRED SKILLS & ABILITIES:

Ability to think strategically and communicate efficiently and effectively, while executing the work in a very process-driven, project-oriented manner. Must be able to use sound judgment, act independently, and be comfortable in ambiguous situations. Excellent written and oral communications skills are required, strong relational skills. Must have demonstrated business writing skills. Ability to demonstrate a compelling professional presence and be able to interface with key external constituents, lead meetings, etc. Requires excellent time management skills, be highly organized. The ability to organize a project from start to finish, develop timelines, metrics, team charters, measure progress, prioritize milestones, delegation, indirectly managing others, etc. Must be quick learner to understand complexity of diverse organization; external relationships; how non-profits work, etc. A high level of discretion is always required; must always demonstrate a high level of integrity and professionalism. Demonstrate ability and desire to move to leadership roles of increasing responsibility should future situations require it. Exceptional Windows PC, web browsing (i.e., Chrome, Internet Explorer, etc.), and Microsoft Outlook skills are required including Word, Excel, Power Point, Teams, and OneDrive.

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT:

Hybrid work options are available, contingent upon business needs and performance expectations in alignment with the Agency’s policy. Flexibility may be required to work beyond standard hours, including weekends and holidays, as needed. Remaining in a stationary position, which may involve standing or sitting for extended periods, as required to complete tasks or duties associated with the role. Moves between work sites and other locations as required to perform job duties, which may involve walking, standing, and traveling to internal and external meetings and programs; reliable transportation is required. Engaging in communication with others to exchange information, which may involve speaking, listening, writing, or using electronic communication methods to ensure clear and effective communication. This includes both verbal and non-verbal interactions with colleagues, clients, or external parties. Hearing and vision abilities, with or without correction, sufficient to drive safely and effectively observe and communicate with others. Handles executive assistant tasks for the Executive Director and Chief Operating Officer, including calendar management, expense reporting, phone calls, planning for meeting room set-up and clean-up, food, and audio-visual needs for meetings, and handles other administrative duties as needed. Plans and coordinates all board meetings, retreats, and committee meetings, including agenda development, materials, logistics, and minutes. Ensures timely distribution of board meeting materials and executive updates by updating the meeting and member management software. Onboards and trains Board Members on use of the meeting and member management software; trains internal agency staff on member management system for committees they support. Maintains Board of Trustees files and ensures timely and compliant onboarding requirements for new board members are met. Organizes and plans for consistent engagement of the Executive Director with key donors and stakeholders, including planning and executing an annual calendar. Executes consistent follow-up either in addition to or on behalf of the Executive Director for key events, meetings, calls, etc. Strategically plans and organizes Board of Trustees engagement activities to ensure Board Members and key stakeholders are involved on a regular basis with information and events within the Agency, including scheduling volunteer opportunities, conducting tours, identifying, and scheduling enrichment activities. Works with the Chief Development Officer to efficiently assist the Executive Director with developing and organizing a portfolio of clients for regular, consistent, and appropriate communications. Coordinates closely with the Chief Development Officer to schedule client meetings and to ensure appropriate follow-up by Development officers on asks, gifts, etc. Assists with correspondence and coordinates other staff to ensure Executive Director receives accurate, timely briefing materials and is fully prepared for meetings and events. Creates agendas and records and distributes accurate minutes for internal and external meetings to document decisions, responsibilities, and follow-up actions. Coordinates meetings and other direct engagement opportunities between the Executive Director and Board of Trustee members to support timely communication and effective board relationships. May help manage projects, events, or strategic initiatives by organizing timelines, resources, communications, and follow-up to support successful and timely completion. Performs other duties as assigned.

EDUCATION & EXPERIENCE REQUIREMENTS:

Bachelor’s degree in business administration, communications, nonprofit management, or a related field, or an equivalent combination of education, training, and relevant experience. Three (3) years working as an Executive Assistant, or with equivalent responsibilities, working closely with senior-level executives. Demonstrated experience supporting senior-level leaders; exercising sound judgment and discretion; coordinating events, facilities, calendars, and schedules; and supporting organizational initiatives that strengthen engagement with key external stakeholders.

REQUIRED SKILLS & ABILITIES:

Ability to think strategically and communicate efficiently and effectively, while executing the work in a very process-driven, project-oriented manner. Must be able to use sound judgment, act independently, and be comfortable in ambiguous situations. Excellent written and oral communications skills are required, strong relational skills. Must have demonstrated business writing skills. Ability to demonstrate a compelling professional presence and be able to interface with key external constituents, lead meetings, etc. Requires excellent time management skills, be highly organized. The ability to organize a project from start to finish, develop timelines, metrics, team charters, measure progress, prioritize milestones, delegation, indirectly managing others, etc. Must be quick learner to understand complexity of diverse organization; external relationships; how non-profits work, etc. A high level of discretion is always required; must always demonstrate a high level of integrity and professionalism. Demonstrate ability and desire to move to leadership roles of increasing responsibility should future situations require it. Exceptional Windows PC, web browsing (i.e., Chrome, Internet Explorer, etc.), and Microsoft Outlook skills are required including Word, Excel, Power Point, Teams, and OneDrive.

PHYSICAL REQUIREMENTS & WORK ENVIRONMENT:

Hybrid work options are available, contingent upon business needs and performance expectations in alignment with the Agency’s policy. Flexibility may be required to work beyond standard hours, including weekends and holidays, as needed. Remaining in a stationary position, which may involve standing or sitting for extended periods, as required to complete tasks or duties associated with the role. Moves between work sites and other locations as required to perform job duties, which may involve walking, standing, and traveling to internal and external meetings and programs; reliable transportation is required. Engaging in communication with others to exchange information, which may involve speaking, listening, writing, or using electronic communication methods to ensure clear and effective understanding. This includes both verbal and non-verbal interactions with colleagues, clients, or external parties. Hearing and vision abilities, with or without correction, sufficient to drive safely and effectively observe and communicate with others. We offer a wide range of benefits to meet the ever-changing needs of our employees including but not limited to: Vacation/sick/holiday pay 403(b) Retirement Plan with a discretionary employer contribution Tuition Advancement Join Catholic Charities of Baltimore where you will be an important member of a trauma-informed care organization that promotes a culture of safety, empowerment, healing, and self-care, and that believes that every person has infinite worth and promise. Catholic Charities is an equal opportunity employer Qualifications Skills Preferred EXECASST Expert Equal Opportunity Employer This employer is required to notify all applicants of their rights pursuant to federal employment laws.For further information, please review the Know Your Rights notice from the Department of Labor. #J-18808-Ljbffr Cc MD