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Executive Assistant

4 months ago

Gwynn Oak, United States Chesapeake Bay Outward Bound School Inc Full time
Job DescriptionJob DescriptionDescription:

The Executive Assistant (EA) facilitates the efficient functioning of the Executive Director (ED) by offering crucial administrative support, including scheduling, coordinating with staff and external contacts, and preparing meeting materials. The EA liaises with various stakeholders on behalf of the ED and collaborates closely to advance strategic initiatives. Additionally, the EA oversees daily office operations, manages administrative tasks, and supports the smooth functioning of the CBOBS office.


The essential functions include, but are not limited to the following:


Executive Director Support (60%)

  • Act as a point of contact between ED, employees, clients, and external partners.
  • Coordinate and schedule ED meetings, including preparing agendas, taking minutes, and following up on action items.
  • Arrange and manage logistics for ED meetings, board meetings, and other events.
  • Serve as liaison to the Board of Trustees; schedule all board and committee meetings, create meeting packets, take minutes, and be the point of contact for all board members.
  • Assist with special projects, research, and reports as needed at the request of the ED.
  • Prepare and edit correspondence, communications, presentations, and other documents.
  • Handle incoming and outgoing communications, including emails, phone calls, and mail.
  • Organize and maintain confidential files and records.


Office Management (40%)

  • Greet visitors, answer and direct phone calls, and manage incoming and outgoing correspondence.
  • Maintain office equipment, manage supplies, handle vendor relationships, and schedule repairs.
  • Maintain office and kitchen supply inventory by monitoring stock, placing orders, and verifying deliveries.
  • Manage all space and infrastructure planning, including common area maintenance, workstation changes, and providing requested resources and solutions.
  • Scan checks as assigned by the Chief Operating Officer.
  • Identify process and office management improvement opportunities, and design and implement new systems.
  • Develop office policies and procedures, and ensure they are implemented appropriately with the support of the Chief Operating Officer,
  • Prepare the annual budget for office services and executive and board expenses with support from the Chief Operating Officer.
Requirements:

This job operates in a professional office environment.

  • Strong organizational skills and attention to detail.
  • Ability to make timely decisions and demonstrate good judgment.
  • Exceptional customer service.
  • Strong written and verbal communication skills.
  • Ability to tailor approach toward the perspective of others.
  • Excellent team player with demonstrated successful working relationships with staff at all levels of an organization.
  • Ability to maintain confidentiality.
  • Proficiency in Microsoft Office, with interest and aptitude to learn new software and systems, required.
  • Two or more years of office management experience preferred.
  • Experience with Salesforce or similar CRM software preferred.

Physical Demands and Work Environment

  • Ability to sit at a desk or computer 90% of the time or greater.
  • Ability to carry weights up to 15 pounds.