Administrative Assistant to the Executive Director

1 month ago

Baltimore, United States Baltimore Regional Housing Partnership Full time
Job DescriptionJob Description

The Opportunity

The Baltimore Regional Housing Partnership (BRHP), which operates the Baltimore Housing Mobility Program, is a 501(c) (3) that assists over 4,000 qualified families in moving from areas of concentrated poverty and obtaining quality and affordable housing in communities with strong schools, low crime, and ample job opportunities in high opportunity areas within Baltimore City and Anne Arundel, Baltimore, Carroll, Harford, and Howard Counties.

BRHP seeks a Special Assistant to the Executive Director who supports the organization’s mission of providing quality housing to qualifying families moving to opportunity areas. BRHP is looking for a Special Assistant to the Executive Director who helps to facilitate operational alignment to ensure BRHP’s mission is achieved. Primary duties include: administrative management of Board of Directors meetings and follow up, scheduling for the Executive Director and up to 5 executive team members, meeting preparation for the Executive Director, coordination of travel booking, and coordination of logistics for small group meetings and organization-wide events. The Special Assistant to the Executive Director must exercise professional judgment, will rely on strong organizational skills, anticipating executive-level needs, is creative and solutions oriented, and easily adapts to changing priorities.


Essential Duties and Responsibilities

The below statements are intended to describe the general nature and scope of work for the Counseling position. This is not a complete listing of all responsibilities, duties, or skills required.

• Manages an active calendar of appointments (i.e. external meet & greets; All Staff activities, etc.)

• Coordinates all meetings for the Executive Director including material preparation, creating agendas, note taking, and following up on action items, ordering refreshments, and setting up conference rooms with audio, visual, and conference call needs

• Compiles and submits expense reports; drafts formal written correspondence; coordinates Executive Director’s and Executive Management’s travel

• Staffs quarterly, evening board meetings

• Provides a bridge for smooth communication between the Executive Director's office and the Board of Directors and other key external stakeholders

• Maintains filing needs of the Executive Director (electronic and hard copies)

• Manages special projects at the discretion of the Executive Director

• Prioritizes conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures

• Occasionally represents Executive Director at external networking events

• Performs other duties as assigned


General Requirements

• Honesty and integrity

• Professional behavior and respect for colleagues, clients and external partners

• Collaborative, supportive approach to work, open to learning new processes

• Track record of reliable attendance and punctuality

• Strong work ethic

• Ability to work in a fast-paced, team environment and manage change

• Ability to handle and prioritize multiple projects, deadlines, and excellent time management

• Experience working with a diverse population

• Sense of humor

• Business casual dress


Required Knowledge, Skills and Abilities

• Ability to gain thorough knowledge of BRHP’s policies and procedures

• Ability to compile and organize reports

• Ability to act as a representative of Baltimore Regional Housing Partnership and effectively communicate verbally, individually, and in groups with internal and external stakeholders

• Excellent written and oral communication skills

• Exceptional customer care skills

• Careful attention to detail

• Must handle confidential matters with discretion


Qualifications

• Bachelor’s degree from a regionally accredited institution in Business Administration, Communication, Social Policy, Public Administration, or a closely related field and 2 years of work experience supporting a senior level executive or

• 6 years of work experience supporting a senior level executive


Preferred Qualifications

• Knowledge of Microsoft Office applications (Teams, Outlook, Word, Excel, PowerPoint)

• Knowledge of SharePoint

• Knowledge of Yardi software


How to Apply

• Submit a cover letter explaining interest in and fit for the Special Assistant to the Executive Director opportunity, resume, and one-page brief explaining the details of an imaginary, upcoming meeting for the Executive Director through BHRP’s career portal.

• For more information about the organization, visit www.brhp.org

• Job Type: Full-time, exempt, with benefits package

• Salary: $56K-$58K annually


**Please note: Though we are currently operating under a hybrid work model, an onsite/in-office presence is required In addition, under the guidance of the Equal Employment Opportunity Commission (EEOC) on workplace COVID-19 vaccination policies and in accordance with BRHP’s duty to provide and maintain a workplace that is free of known hazards to protect the health of our employees, their families and our customers, BRHP requires employees to provide proof of the COVID-19 vaccination when asked. Effective July 1, 2021, newly hired employees must provide proof of the COVID-19 vaccination (including initial doses or booster) at hire. Only an approved reasonable accommodation will be accepted to be exempted from this requirement for newly hired employees. If proof of the COVID-19 vaccination is not provided at or before Onboarding, then a negative COVID-19 test taken within the last 72 hours must be submitted on your first day in the office. **



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