Executive Administrative Assistant Jobs

About WSM
WorkSource Montgomery, Inc. (WSM) is a nonprofit organization and fiduciary agent for Workforce Innovation Opportunity Act funding in Montgomery County. The non-profit organization operates the American Job Centers in Wheaton and Germantown and provides employment services to county residents who are unemployed or underemployed. Additionally, WSM engages employers in various industries throughout the county to ensure that their workforce needs are being met.
Job Overview
The executive role requires an intelligent, capable individual with preferably 3+ years' experience in a C-Suite level support position. This position requires the individual to perform advanced administrative duties with exposure to sensitive information necessitating tact, diplomacy, discretion, and judgment. Strong emotional intelligence and integrity are essential for this position.
The ideal candidate will be team-oriented, have the ability to work with other professionals collaboratively, possess agility and the desire to adapt to constantly changing demands and new tools/technologies, and demonstrates a capability to take on new and unfamiliar tasks. Advanced proficiency at multi-tasking and managing priorities for senior leadership team members is required. This position is extremely pivotal to the success of a new, highly critical operation and the successful candidate will demonstrate how they have supported their prior teams through organization, self-motivation, and task ownership skills, with the ability to accomplish duties in a high-impact, time sensitive environment. The successful candidate will have outstanding communication and negotiation abilities. This position may require occasional nonstandard work hours in support of business schedules.
Executive Assistant Responsibilities

• Screening and responding to phone calls, emails, and other communications, including triaging urgent matters and escalating issues as necessary.
• Prepare correspondence, arrange conference calls and set up web meetings and prepare meeting agendas.
• Accurately record and distribute minutes from meetings.
• Coordinates internal and offsite meetings and/or events.
• Plan and prepare events such as holiday gatherings, team building events, leadership retreats, retirement parties etc.
• Manage the daily calendar and commitments of the Deputy Director including scheduling internal and external meetings, appointments and special events. Independently resolve scheduling conflicts, prioritize requests, and confirm meeting details and expectations for the ED.
• Preparing expense reports, memos, invoice letters, and other documents.

Administrative Support Responsibilities

• In coordination with Administrator and IT Vendors ensure office is properly maintained and any problems are resolved in a timely manner.
• Assist with logging and maintaining office equipment inventory.
• Prepare outgoing mail and express packages.
• Conducting research and gathering data to support decision-making and strategy development.
• Drafting and sending professional emails, letters, and other correspondence on behalf of the Deputy Director.
• Coordinating and managing projects and events, including overseeing logistics, communication, and follow-up.
• Assist with setting up new employees to the office, including coordinating office equipment pick-up and delivery.
• Providing administrative support as needed, such as ordering and managing supplies and equipment, processing expenses, and maintaining office operations.
• Maintaining confidential records and files, including contracts, financial records, and sensitive information.

Human Resources Responsibilities

• Supports the department with data entry into HRIS databases.
• Conducts phone screens, schedules job interviews and assists management in the interview process.
• Coordinates and communicates job status with the manager.
• Provides administrative support as needed.
• Acts as a resource for staff experiencing benefits/claims issues or for completion of forms.
• Supports the Director of HR with coordinating on-boarding efforts.
• Assists the Director of Human Resources with management of the daily operations of the department.

The Ideal Candidate

• Flexibility, adaptability, and patience in dealing with multiple quickly shifting priorities and demanding timelines.
• Ability to swiftly adapt to new tools/technologies.
• Ability to effectively establish priorities and manage multiple complex projects in a fast-paced environment.
• Experience in supporting a variety of executive levels, management level and administrative support within an organization.
• Experience operating within a solid line and dotted line organizational structure
• Positive can-do attitude.
• Ability to establish rapport with staff and co-workers, while maintaining professionalism.
• Expert organizational and follow-up skills.

General Qualifications & Requirements

• Ability to achieve goals with minimum supervision.
• Strong organizational and time management skills that reflect ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and accuracy.
• Detail-orientated with the ability to manage multiple projects at a time.
• A strong work ethic, dependability, honesty, and a calm positive attitude are essential.
• Proficiency in Microsoft Office: Word, Power Point, Excel
• Bachelor's Degree preferred.
• Ability to establish and maintain strong working relationships throughout the organization.
• Greater than three (3) years' experience supporting senior level executive or C-Suite equivalent.
• Effective interpersonal communication skills (verbal and written); ability to perform and prioritize multiple tasks seamlessly with excellent attention to detail and accuracy.

WSM Offers

• Professional development opportunities.
• 403b retirement plan.
• Competitive compensation.
• Paid vacation, holidays, and sick time.
• Company events and team building activities to promote workplace culture.
• Full benefits package including life and disability insurance.

WorkSource Montgomery is an equal opportunity employer that is committed to creating a dynamic work environment that values diversity and inclusion, respect and integrity, customer focus, and innovation. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, national origin, disability, genetic information, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws. WSM makes hiring decisions based solely on qualifications, merit, and business needs at the time.
WSM completes the Form I-9 to verify the identity and employment authorization of individuals hired for employment in the United States. EOE, Including Disability/Vets.