Senior Executive Administrator

Senior Executive Administrator Organization: The Harry and Jeanette Weinberg Foundation Location: Owings Mills, Maryland (Hybrid) Reporting Relationship: Managing Director, Operations, and Vice President, Programs Website: www.hjweinberg.org The Harry and Jeanette Weinberg Foundation strives to fight poverty and build strong, vibrant communities where everyone can thrive. Collaborating closely with both the Jewish and general community, the Foundation provides grants to nonprofits in the United States and Israel that equip people to secure safe and affordable housing; lead healthy lives; obtain and keep good jobs; engage in high-quality educational and developmental opportunities; and, later in life, remain independent and age with dignity. These efforts primarily focus on places with ties to the lives and legacies of Harry and Jeanette Weinberg. The Foundation seeks individuals interested in helping to drive change. If you want to contribute toward advancing our mission, values, and work, we want to hear from you Why Choose Weinberg? Engage in work that makes a difference: Help support meaningful, lasting efforts to fight poverty and build strong, vibrant communities. Collaborate with dedicated colleagues: Work in a supportive environment alongside a passionate and talented team that shares a commitment to community, mission, and excellence and a sense of humor. Join a flexible work environment: Enjoy our hybrid workplace and the flexibility around working remotely and in office. Take the next step in your career and apply now Position Summary This position focuses on two core areas: serving as executive assistant for the vice president, programs, and providing overall coordination, development and support for the administrative functions of the program team, including supervising 4-5 administrative assistants. Across these two areas, this position serves as a liaison with the Foundations senior leadership team, the grantmaking team, various departments across the Foundation, and Foundation partners and stakeholders. Overall Responsibilities Executive Support for Vice President, Programs Provide executive administrative support for the vice president of programs and manage overall calendar and scheduling, meeting planning and logistics, and travel logistics across multiple time zones. Communicate with staff and colleagues in both Foundation offices to coordinate logistics and support this executive. Maintain Outlook contacts and internal databases and make necessary updates. Coordinate travel reservations, assist with developing itineraries as needed, and manage local transportation needs. Provide logistics support for meetings with a keen sense of prioritization and time management to ensure maximum effectiveness, including contacting and confirming participants, distributing email reminders, providing directions, instructions, and any pre-meeting requirements, and covering any post-meeting follow-up as needed or requested. For in-person meetings, coordinate pre- and post-meeting activities, including copying and preparing documents; preparing conference rooms; coordinating food orders and delivery; and managing post-meeting clean up. Complete and submit timely expense reports. Assemble information and materials to help prepare presentations and other reports. Answer calls and emails on behalf of the vice president of programs, maintaining professionalism and respect with all colleagues and external partners. Schedule standing check-ins with this executive to go over work plans and priorities. Other duties as assigned. Supervise Administrative Team for Programs and Grants Administration Supervise four to five administrative assistants, providing clear and consistent guidance on core functions across the team and standard operating procedures. Manage distribution of work across the administrative team, which collectively supports 1018 program staff with scheduling and meeting and travel logistics. Oversee scheduling and staffing for front desk support in the Baltimore office. Identify areas for individual and team support, training, and professional development, and work with the managing director of operations to support continuous improvement. Ensure successful completion of in-house training from the IT and Operations teams on new tools, systems, equipment, and databases to support the work of the Program team and the Foundation overall. Conduct standing team meetings, recommend professional advancement opportunities, and provide coaching and feedback at regular intervals. Skills and Qualifications Experience and Skills: Two+ years of experience supporting C-suite executives and four or more years managing and mentoring administrative staff. Experience in a nonprofit or community-based organization strongly preferred. This role requires being highly organized and able to manage multiple priorities, anticipate challenges, and proactively recommend solutions. Demonstrated ability to be adaptable, self-directed, and comfortable working in a fast-paced environment. Working on-site two to three days per week in the Foundations Owings Mills office is required. Technical Skills: Expertise in Microsoft Office, Teams and Outlook, Zoom, and database software; Experience with Concur and project-management software a plus. Initiative and Collaboration: Demonstrated proficiency in working independently, delegating duties, and collaborating effectively. Honesty, integrity, humility, and openness to constructive feedback and continuous improvement. Analysis and Communication: Ability to use excellent judgment and discretion, maintaining strict confidentiality and handling sensitive information with discretion and professionalism. Strong writing and editing skills and meticulous attention to detail, including fact checking. Ability to serve as an ambassador of the Foundation in all settings with a professional, diplomatic, approachable, and respectful style. Values and Approach: Demonstrated alignment with the Foundations values and guiding principles: respect for the dignity of every individual, as well as care, collaboration, commitment, community, and curiosity in carrying out its work and engaging with colleagues and partners. Soft Skills: Emotional intelligence, flexibility, and sense of humor. Benefits and Salary Range Compensation for this position includes an annual base pay range of $105,000$115,000. Additionally, the Foundation offers a generous and comprehensive benefits package that includes vacation and sick leave, health insurance, and a retirement plan with employer contributions. The Weinberg Foundation is an equal opportunity employer firmly committed to complying with federal, state, and local equal opportunity laws and encourages all qualified applicants to apply. #J-18808-Ljbffr