Executive Assistant

Job Details

Job Location: National Center on Institutions and Alternatives Inc - Baltimore, MD 21244

Position Type: Full Time

Education Level: Associates Degree

Salary Range: $62,484.00 - $76,529.00 Salary

Job Shift: Day

Job Category: Admin - Clerical

POSITION SUMMARY

The Executive Assistant to the Chief Strategy & Growth Officer (CSGO) serves as primary executive support professional providing high-level administrative, operational, communication, and project coordination support. The position supports the Strategy & Growth Office by coordinating executive priorities, facilitating communication across departments, managing complex administrative functions, anticipating executive needs, and exercising sound judgment with minimal supervision.

This role represents the CSGO professionally with internal and external stakeholders, safeguards confidential information, and supports the implementation, monitoring, and follow-through of Strategy & Growth priorities. The Executive Assistant is expected to grow alongside the Strategy & Growth Office and contribute to continuous improvement of executive operations.

MISSION-BASED MINDSET

As a mission-driven organization, NCIA is committed to empowering individuals to achieve their fullest potential. The Executive Assistant to the CSGO contributes to this mission by strengthening executive coordination, supporting strategic growth initiatives, improving communication and follow-through, and helping ensure that Strategy & Growth priorities remain organized, responsive, and mission aligned.

ESSENTIAL RESPONSIBILITIES AND CORE COMPETENCIES

Executive Support and Office Operations

• Provide high-level administrative support to the Chief Strategy & Growth Officer, serving as the primary point of executive support.
• Manage calendars, scheduling, travel arrangements, executive correspondence, and related follow-up. Support office operations for Strategy & Growth departments and perform clerical or administrative tasks as needed.
• Prepare, review, copy, collate, distribute, and maintain correspondence, reports, presentations, briefing materials, and Board-quality documents as assigned.
• Maintain executive files, records, documents, and confidential materials in a manner that supports timely retrieval and appropriate information management.
• Provide administrative support to the CSGO's direct reports, including travel arrangements, meeting coordination, and meeting notes, prioritizing the CSGO's needs when demands conflict.
• Recommend and implement administrative process improvements that strengthen organization, communication, and workflow.

Meeting, Foundation Board, Stakeholder, and Communication Support

• Coordinate meetings, agendas, materials, minutes, follow-up actions, and executive communications.
• Provide meeting logistics and materials support to the Executive Assistant to the CEO for Foundation, Board of Director and committee meetings as needed.
• Plan, coordinate, and help keep meeting content focused, organized, and action oriented.
• Take accurate minutes or notes for assigned meetings and distribute completed materials to appropriate parties.
• Serve as a professional liaison with internal leaders, donors, community partners, persons served and family members, and other external stakeholders as assigned.
• Meet with the CSGO to disseminate information, coordinate ongoing work, and ensure timely follow-through on priorities.

Project Coordination and Strategic Initiative Support

• Assist the Chief Strategy & Growth Officer in coordinating strategic initiatives, tracking action items, and facilitating communication among program participants. Identify potential risks, delays or barriers, and communicate updates to the CSGO so work remains aligned with executive goals.
• Serve as a point of contact for multidisciplinary teams when assigned to the same project to help align communication, timelines, and next steps. Supports the coordination of assigned projects.

Confidentiality, Judgment, and Accountability

• Maintain strict compliance with all NCIA policies and applicable federal, state, and local laws governing confidentiality, privacy, records retention, and information security. This position routinely handles highly confidential executive-level communications, Board materials, strategic initiatives, personnel matters, legal documents, and other sensitive organizational information.
• The Executive Assistant must consistently exercise exceptional discretion, independent judgment, professional maturity, and the highest ethical standards in safeguarding confidential information and determining the appropriate handling and disclosure of sensitive materials.
• Use delegated authority responsibly and professionally while maintaining humility, accountability, and discretion.
• Assist with review or coordination of administrative records, timesheet documentation, or operational materials as assigned.
• Perform other executive support responsibilities and related duties consistent with the position.

PROFESSIONAL CHARACTERISTICS

• Professional, service-oriented, confident and accountable.
• Able to multitask and prioritize with minimal supervision.
• Highly ethical, mission-aligned, collaborative, and responsive.
• Intellectually curious and committed to learning and continuous improvement.

SUCCESS IN THIS ROLE

• Anticipates executive needs rather than waiting for direction.
• Exercises sound judgment and appropriate delegated authority.
• Manages multiple priorities while maintaining exceptional organization and responsiveness.
• Builds trusted relationships across the organization and with external stakeholders.
• Balances professionalism with a mission-driven, people-first approach.
• Protects confidential information with integrity.
• Supports the efficient operation and continued growth of the Strategy & Growth Office.

CORE COMPETENCIES

• Executive professionalism and judgment
• Exceptional organization and attention to detail
• Exercises critical thinking and practical problem solving
• Project coordination, prioritization, and multitasking
• Supports executive communication, correspondence, and presentations
• Meeting coordination, minute-taking, and follow-up management
• Confidentiality and discretion
• Supports relationship management and stakeholder service
• Adaptability, initiative, and proactive follow-through

• Maintain accurate records, reports, and documentation as required.
• Communicate professionally and effectively with internal and external stakeholders.
• Perform other duties as assigned that are consistent with the scope and purpose of the position.

QUALIFICATIONS

Associate's degree in business administration, Communications, Office Administration, Public Administration, or commensurate experience.

PHYSICAL REQUIREMENTS

This position requires the ability to remain stationary for extended periods; move throughout the work area; bend, kneel, crouch, reach, walk, jog, or run as applicable; operate standard office equipment and technology; communicate effectively; and occasionally lift, carry, push, or pull up to 25 lbs. These requirements are necessary to perform the essential functions of the position, with or without reasonable accommodation, in accordance with applicable law.

POSITION REQUIREMENTS

• Three (3) years of progressively responsible administrative, executive support, business management, or project coordination experience with a minimum of one (1) year experience supporting senior leaders.
• Experience supporting C-suite executives; experience in nonprofit, healthcare, education, government, or other mission-driven organizations; and experience coordinating strategic initiatives, executive meetings, Board or committee materials, and special projects are preferred.
• Advanced Microsoft Outlook, Word, Excel, PowerPoint, and Teams skills required. Proficiency with SharePoint, Microsoft Planner, AI productivity tools such as Microsoft Copilot or ChatGPT, Canva, or similar tools preferred.
• Strong ability to write and edit reports, business correspondence, meeting minutes, procedure documents, presentations, and executive communications.
• Ability to read, analyze, and interpret business, technical, policy, regulatory, or organizational materials relevant to assigned work.
• Ability to organize and file materials to facilitate immediate retrieval of information when needed.
• Ability to respond to time-sensitive requests or urgent situations efficiently, professionally, and effectively.
• Ability to solve practical problems, interpret written and oral instructions, and make effective decisions when multiple options are available.
• Background Requirements: Must be able to successfully complete a criminal background check, fingerprint check, and drug screening. Valid Maryland Driver’s License with less than 3 points