Executive Office Manager Executive Assistant

Salary: $73000$81600 per year

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.

The work schedule is 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:

• Bachelors 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 Agencys 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.

• 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:

• Bachelors 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 Agencys 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:

• Health/Dental/Vision
• Vacation/sick/holiday pay
• 403(b) Retirement Plan with a discretionary employer contribution
• Tuition Advancement
• Paid Parental Leave

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

Required Experience:

IC