Executive Assistant

Job Description

We are currently hiring an Executive Assistant to support the Director of the Learning and Development team of a nonprofit company located in Baltimore, MD.

Job Title: Learning & Development Executive Administrative Assistant

Position Summary

The Learning & Development (L&D) Executive Administrative Assistant provides high-level administrative and organizational support to the Director of Learning & Development and the L&D team. This role is essential to the smooth operation of training initiatives, leadership development programs, and organizational learning efforts. The ideal candidate is highly organized, proactive, detail-oriented, and comfortable managing multiple priorities in a dynamic environment.


Key Responsibilities

Executive & Administrative Support

• Provide direct administrative support to the Director of Learning & Development, including calendar management, meeting coordination, and preparation of materials
• Manage and organize email correspondence, including reviewing, sorting, and responding to emails on behalf of the Director of Learning and Development
• Draft, edit, and distribute professional communications, emails, reports, and presentations
• Serve as a point of contact for internal stakeholders related to training schedules, logistics, and follow-ups

Training & Program Coordination

• Coordinate logistics for training sessions, orientations, leadership programs, and workshops (virtual and in-person)
• Manage training calendars, registration lists, attendance tracking, and completion records
• Assist with onboarding and New Employee Orientation (NEO) scheduling, digital preparation, and documentation
• Support the preparation and distribution of training materials, evaluations, and follow-up communications

Data, Reporting & Systems Support

• Maintain accurate training records, spreadsheets, and learning management system (LMS) data
• Track participation, completion rates, and deadlines for required training programs
• Assist with compiling reports and summaries for leadership and compliance purposes
• Work closely with Learning & Development Specialists, HR, and leadership to ensure alignment and smooth execution of training initiatives
• Identify opportunities to improve administrative processes, workflows, and communication related to learning programs

Qualifications Required

• Associate's degree or equivalent experience
• 3+ years of executive or administrative support experience, preferably in HR, Learning & Development, or training environments
• Strong organizational skills with the ability to manage multiple priorities and deadlines
• Excellent written and verbal communication skills
• Proficiency in Microsoft Office (Outlook, Word, Excel, PowerPoint); experience with calendars and scheduling tools
• Experience supporting a senior leader or executive
• Familiarity with learning management systems (LMS)
• Ability to handle sensitive information with professionalism and discretion

Preferred

• Experience in nonprofit, healthcare, or human services environments
• Experience with software or tools that enhance job efficiency and output

Key Competencies

• Attention to detail
• Professional judgment and confidentiality
• Proactive problem-solving
• Strong interpersonal and collaboration skills
• Adaptability and flexibility in a fast-paced environment

Work Environment

• Combination of office-based and virtual work
• Occasional travel to training sites or events may be required