Executive Assistant for Finance and Human Resources

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Title: Executive Assistant, Finance & Human Resources

Supervised by: Directors of Finance & Human Resources

Classification: Salaried exempt

Salary: $66,000

Position Summary. The Executive Assistant for Finance and Human Resources manages day-to-day administrative details for Jubilee's Director of Human Resources and Director of Accounting and Finance. The Executive Assistant's task is to stay three steps ahead of the directors, tracking their calendar and all other administrative details to clear the path to successful, glitch-free days. Tasks will vary based on the needs of the directors and the organization. All work must be completed with a high level of efficiency, confidentiality, accuracy, flexibility, and positivity. Most of the Executive Assistant's work will be performed in person at Jubilee's Kensington, Maryland office, with some opportunity for remote work.

Responsibilities.

• Manage calendars for the Director of Finance and Director of Human Resources.

• Manage routine emails for both directors and respond to phone calls and other inquiries on behalf of the directors.

• Manage projects, tasks, and action items for both departments. Keep both directors informed of workload, priorities, and deadlines across departments.

• Manage meetings, including booking conference space, extending, and confirming invitations, preparing agendas, printing or sharing reports, serving as Zoom host for remote meetings, managing presentation materials on laptop and smart TV for in-person meetings, taking minutes and notes, distributing action items, and ordering food.

• Assist with preparing and compiling documents for the annual audit, bank administrative changes, contracts, agreements, and other correspondence.

• Generate, format, and distribute financial reports.

• Assist with recruiting processes for administrative positions, including arranging interviews, checking references, running background checks, and assisting with onboarding details.

• Maintain directories of consistently formatted documents, such as Memos of Understanding and Role Descriptions.

• Coordinate travel and submit credit card and expense reports by due dates.

• Anticipate and proactively suggest ways to enhance efficiency or quality of work and implement when appropriate.

• Be a team player across the organization. Participate in and offer support to regular meetings of the primary team, agency-wide, strategic planning, and such.

• Other duties as assigned.

Qualifications.

• Associate degree or equivalent coursework

• 2-3 years of related professional experience supporting HR and/or Finance

• Excellent people skills

• Proficiency in professional communications including professional spelling, grammar, and punctuation.

• Proactive and positive mindset. Experience supporting more than one executive.

• Excellent organizational skills and attention to detail

• A high level of discretion and ability to safeguard confidential information.

• Technology skills to effectively use MS Office, smart TVs, Monday.com, Zoom, Teams, etc.

• Demonstrated ability to use good judgment, take initiative, and make recommendations in resolving problems.

• True passion for the mission of the organization; desire to work with and learn from people who have intellectual and development disabilities.

• Bilingual (English/Spanish) is always a plus.

Compensation. Competitive benefits include four weeks' vacation, health/dental/life/disability, student loan assistance, paid parental leave, retirement, $1000 annual staff development fund, periodic reimbursement of vacation expenses, and much more.

All employees must be fully vaccinated before starting work.

About Jubilee. Jubilee Association of Maryland is a faith-based nonprofit that provides opportunities and support for adults with intellectual and other developmental disabilities to live in and enrich their community while fulfilling their personal, family, social, and spiritual needs. Jubilee was started by Hyattsville Mennonite Church in 1978 as part of the movement to bring people with intellectual disabilities out of segregated institutions and into the community. Since then, Jubilee has grown to be a leader in person-centered disability services. We currently support more than 160 people who are included in their communities across Montgomery County, Maryland. The organization has a staff of over 400 and an annual budget of more than $30 million. Through partnerships, innovation, and attentive care, Jubilee is a leader in providing the highest quality services and helping its clients demonstrate the power of inclusion. Learn more at

Jubilee Association of Maryland is an equal-opportunity employer that values a diverse workforce. We are committed to equal employment opportunity regardless of race, color, national origin, citizenship, sex, gender identity, sexual orientation, marital status, age, disability, physical characteristics, veteran status, or religion.

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