Executive Assistant

The Executive Assistant is a mission-critical, senior-level administrative position that provides all aspects of administrative support to the President of New Vision House of Hope (“NVHOH”). This position also functions as the administrative office manager and performs a variety of office support tasks that are essential to the facilitation of efficient operation of the organization. The Executive Assistant uses computer software to create spreadsheets, compose documents, manage databases, create presentations, reports, and financial documents.

I. Principal Duties and Responsibilities:

v Provide daily administrative support to the President of NVHOH.

v Prepare correspondence, reports, and presentations (e.g., invoices, receipts, and financial statements) using Microsoft Word Excel, or PowerPoint

v Maintain paper and electronic filing systems for records and messages

v Provide responses to routine letters and email

v Edit documents to ensure accuracy. Correct spelling, punctuation, and grammar

v Operate photo copier, fax machine, videoconferencing platforms, phone systems, and other office equipment

v Answer, screen, and transfer inbound phone calls; take phone messages, when needed

v Receive and direct visitors and clients

v Prepare documents and process formalizing

v Retrieve documents from filing system and handle requests for information and data

v Schedule and coordinate meetings, appointments, and make travel arrangements for managers

v Prepare agendas for meetings and provide appropriate notifications to all staff

v Record, compile, transcribe and distribute minutes of meetings

v Sort and distribute incoming correspondence/mail

v Maintain office supply inventories and order supplies, when necessary

v Coordinate maintenance of office equipment

v Coordinate and maintain records for staff and petty cash

II. Education and Experience:

v Must have a high school diploma; some college preferred

v At least five years’ experience operating as an Executive Assistant or office[RB1] manager

v Exhibit proficient computer skills in relevant software, such as: Microsoft Office, especially Excel, Publisher, PowerPoint and Word

v Knowledge of website development and maintenance

v Knowledge of operation of standard office equipment

v Knowledge of administrative procedures and systems such as filing, record keeping, typing, and database maintenance

v Knowledge of principles and practices of basic office management

III. Key Competencies:

v Professionalism and high ethical standards

v Effective and clear oral and written communications

v Ability to maintain strict confidentiality regarding all NVHOH matters

v Ability to lead, plan, and organize office administration

v Ability to identify new office standard operating procedures and suggest to President

v Ability to professionally represent President and NVHOH to clients, vendors, and the general public

v Ability to multi-task, identify competing priorities, and complete tasks within required deadlines

v Problem assessment and problem solving

v Proactive approach to work/ability to anticipate needs

v Information gathering and information monitoring

v Attention to detail and accuracy

v Flexibility, accountability, and ownership of mistakes

v Customer service focus

v Team player

v Goal oriented

IV. Working Conditions:

Normal office and group meeting environment, where there is no physical discomfort due to temperature, dust, noise or smoke. Occasional physical stress or risk may be presented through contact with aggressive or agitated patients under the influence of mood-altering substances (approximately less than 10% of work time).

V. Reporting Relationships:

v Reports to the President/Director

Job Type: Full-time

Pay: $50,000.00 - $52,000.00 per year

Benefits:

• Paid time off

Schedule:

• 8 hour shift
• Monday to Friday

People with a criminal record are encouraged to apply

Ability to Relocate:

• Baltimore, MD 21202: Relocate before starting work (Required)

Work Location: In person