Executive/Resource Development Assistant

3 weeks ago

Baltimore, United States Community Assistance Network Full time
Job DescriptionJob Description

Community Assistance Network, Inc. (CAN) was founded in Baltimore County, Maryland in 1965 to eliminate the root causes and consequences of poverty. We presently serve clients in Baltimore County and surrounding jurisdictions and manage multiple programs providing a variety of services. CAN’s mission is to work in partnership with the community to develop, operate, and support programs that reduce vulnerability and promote personal growth, dignity, stability, and self-sufficiency among people in Baltimore County experiencing economic challenges.

Position overview

The Executive & Resource Development Assistant will manage the day-to-day business activities of the Executive Director, including providing strategic management of the Executive Director’s busy and complex schedule, coordinating meetings with internal and external contacts, preparing, and tracking the Executive Director’s expenses.

The role is a pivotal support position, as the Executive Assistant is a key liaison among staff members, board members and between the Executive Director and external partners, which include funders, other community organizations, and senior policy makers and elected officials. Additionally, the Executive Assistant will:

  • Support other members of the CAN Executive leadership team with ad hoc administrative needs.
  • Support day-to-day operations of the Resource Development Team; and
  • Contribute to and occasionally lead special projects across various areas of the organization.

In all of these roles, the Executive Assistant will need to demonstrate the ability to handle confidential information with discretion and utilize significant amounts of independent judgment. This is a full-time, exempt position.

Key Responsibilities:

Executive Support (50%)

Provides all clerical services and provides administrative support as needed to other members of the Executive Leadership Team.

Support the Executive Director as needed in preparing internal or external meetings, conducting research, maintaining organizational regulatory compliance, and other similar tasks. Receive and triage incoming written communications to appropriate staff and facilitate response or action to be carried through by the Executive Director as needed.

Manage organizational communication, scheduling, and logistics for key internal events such as board meetings and leadership meetings.

On behalf of the Executive Director, provide essential support to CAN’s Board of Directors, including serving as key point of contact, coordinating meeting logistics, meeting minutes, communications, and materials.

Provide organizational event support and planning, including retreats, meetings, staff events. This includes logistical research and planning, day-of support, and invoice/billing management.

Support other functional areas and members of the organization’s leadership team with special projects as needed. May include projects in HR, Recruiting, Marketing, Development, Finance or Programs.

Resource Development Administration (40%)

The Executive and Resource Assistant will provide asupport role in the management of the donor stewardship journey in order to achieve individual, departmental and organizational goals.

Receive, record, and manage the receipt, acknowledgement and reporting requirements required by all incoming funding resources.

Assist in the design, and communicate and oversee implementation of fundraising operations, policies, and procedures including donor database, donor acknowledgements, and assist as needed with social media postings, and CAN’s employee/supporter newsletters.

Ensure that the resource development lists, and donor profiles used by the Resource Development Team are current, accurate, and as complete as possible.

Receipt contributions and generate acknowledgement cards/letters. Enter all gifts (cash, and in-kind) into the donor database daily. Generate monthly contribution and donor reports within the first calendar week of each month.

Provide fundraising event support and planning. This includes logistical research and planning, day-of support, and invoice/billing management.

Office Management (10%)

Work effectively with other departments to achieve CAN’s goals and communicate to various stakeholders.

Monitor and maintain inventory of necessary office supplies; order supplies as needed to keep basic supplies stocked, and to fulfill special requests from staff.

In partnership with Human Resources, continually look for ways to evolve and improve operational efficiency of systems and processes impacting staff and office operations.

Maintain responsibility for general office upkeep and “look and feel.”

Requirements

Is this opportunity right for you? The ideal candidate will have the following personal competencies and characteristics:

Strong commitment to the mission and goals of the organization. Aware of and able to navigate diverse cultural backgrounds. Experience in an administrative support role, preferably at the senior level is a must have.

A self-starter with a high degree of energy and careful attention to detail. Strong sense of initiative and a process-improvement mindset. Highly flexible, creative problem solver, with a strong ability to multi-task.

Excellent oral and written communication skills. Strong interpersonal skills.

Execute and exhibit good judgment. High level of professionalism. Superb organizational and time-management skills.

Excellent computer skills; proficient or advanced skill in Microsoft Suite (Word, Excel, PowerPoint, and Outlook) and experience with data management.

A demonstrated ability to plan effectively, but the flexibility to handle the unexpected.

High tolerance for ambiguity, changing work priorities and deadlines, and a willingness to take on responsibilities and to prioritize own work on multiple projects.

Benefits

At CAN, we believe every employee should have the resources to be their best. As part of our overall rewards, we offer benefits programs designed to help you maintain a healthy lifestyle including health, dental and vision insurance. We also offer other benefits like paid time off, financial and savings programs, 401k employer matching, and access to our employee assistance program and other discounts.

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