Executive Assistant Jobs

Job Title: Executive Assistant
Job Summary:
We are seeking a highly organized and proactive individual to join our non-profit organization as an Executive Assistant to the CEO. In this pivotal role, you will provide comprehensive administrative and executive support to the CEO, ensuring the smooth operation of the organization and enabling the CEO to focus on strategic initiatives. The ideal candidate will possess exceptional communication skills, strong attention to detail, and the ability to handle multiple tasks and prioritize effectively. We are looking for a team player who can take initiative, problem-solve, be flexible, and #GSD (get sh*t done)!
Responsibilities:
Administrative Support: Provide comprehensive administrative support to the CEO, including managing schedules, coordinating meetings, preparing agendas, taking minutes, and making travel arrangements.
Communication and Correspondence: Handle all incoming and outgoing communication on behalf of the CEO, including drafting emails, letters, and other correspondence.
Confidentiality: Handle sensitive information with the utmost discretion and maintain confidentiality at all times.
Stakeholder Management: Interact professionally and effectively with key stakeholders, including board members, donors, volunteers, funders, and staff members, maintaining confidentiality and building strong relationships.
Project Management: Support the CEO in overseeing and tracking progress on various projects, ensuring deadlines are met, and providing regular updates.
Event Coordination: Assist in organizing and coordinating special events, board meetings, conferences, and other gatherings, including logistics, invitations, agendas, and follow-up.
Strategic Support: Collaborate with the CEO to develop and implement strategic initiatives, including conducting research, gathering data, and preparing reports for the CEO, as well as providing support and input as needed
Office Management– Digital & In-Person
Information Management: Maintain an organized digital system and ensure easy accessibility to important documents, reports, and records. Proactively update and manage contact lists and databases.
Mailing: Check the organization mail on a regular basis, deliver mail to the storage unit and to the CEO, and send mail according to the CEO
Inventory: Maintain the organization storage unit and keep inventory
Travel alongside the CEO 3-4 times per year
Qualifications:
Education: Bachelor's degree in a relevant field or equivalent experience.
Proven Experience: Minimum of 3-5 years of executive support experience, preferably in a non-profit or similar environment.
Exceptional Organizational Skills: Strong ability to manage multiple tasks, set priorities, and meet deadlines in a fast-paced and dynamic environment.
Communication Skills: Excellent verbal and written communication skills, with the ability to draft professional correspondence and communicate effectively with diverse stakeholders.
Professionalism and Discretion: Demonstrated ability to handle confidential information with integrity and professionalism.
Attention to Detail: Meticulous attention to detail, with the ability to produce accurate work and maintain an organized system.
Technology Proficiency: Proficient in using productivity tools such as Microsoft Office Suite (Word, Excel, PowerPoint), Google platforms (Slides, Drive, etc.), Dropbox, email and calendar applications, and virtual meeting platforms.
Adaptability and Initiative: Ability to adapt to changing priorities, take initiative, and work both independently and collaboratively as part of a team.
Passion for the Mission: A genuine interest in and commitment to the organization's mission and values. Cancer and/or health care experience is appreciated.
Ability to lift up to 35lbs.
This position is for immediate hire. This is a full-time position, with a Tuesday through Friday work week. The Executive Assistant will report directly to the CEO. Applicants must work in-person (in Annapolis, MD) 2-3 days per week and have access to a vehicle. Compensation will be commensurate with qualifications and experience. A health insurance stipend is provided to all full-time employees.
How to apply:
Please send your resume, cover letter (addressed to Ricki Fairley, CEO & Co-Founder), three references, and a 30 second video introducing yourself to [email protected]. We look forward to hearing from you!