Executive Assistant

Kaizen Lab Inc.; Baltimore (MD); On-site; USD 45,000 - 65,000; Full time

Job summary

Kaizen Lab Inc. in Baltimore, Maryland is seeking a highly organized individual to provide comprehensive administrative support to the Executive Director. Responsibilities include managing schedules, preparing documents, coordinating travel, and maintaining filing systems. The ideal candidate must be proficient in the Microsoft Office Suite and demonstrate excellent communication skills.

This position requires independent functioning in a fast-paced environment. A valid driver’s license is also necessary for occasional travel. If you thrive in dynamic settings and possess strong organizational skills, we invite you to apply.

Qualifications

• Proficient in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook).
• Demonstrates customer service capabilities and functions independently.
• Exhibits strong organizational skills with multitasking and prioritization.

Responsibilities

• Provide administrative support to the Executive Director.
• Manage scheduling, travel logistics, and confidential matters.
• Prepare board meeting materials and documentation.
• Maintain filing systems and databases securely.

Skills

Microsoft Office Suite proficiency

Exceptional customer service

Independent work capabilities

Strong organizational abilities

Excellent verbal communication skills

Excellent written communication skills

Attention to detail

Education

BA required or 5 years of administrative experience

Tools

Raiser’s Edge

Access

Job description

Summary

This position offers comprehensive administrative support to the Executive Director, including managing complex scheduling, correspondence, communications, and document preparation (such as emails, calls, memos, and reports). The role also involves coordinating travel logistics and handling highly confidential matters. Additionally, it includes general office management and administrative coordination, with an emphasis on meeting deadlines and ensuring smooth operations. The position requires interaction with program staff, management, the Board of Directors, staff, funders, and external stakeholders.

Key Responsibilities

• Provide comprehensive administrative support to the Executive Director.
• Manage and organize the Executive Director's intricate daily calendars and activities, effectively resolving any scheduling conflicts that may arise.
• Assist in preparing for board committee meetings by sending out invitations and reminders, tracking attendance, writing minutes, and following up on action items.
• Draft and edit letters, emails, correspondence, memos, and formatted reports; develop presentation materials with the requisite approval from the Executive Director.
• Coordinate travel arrangements for the Executive Director and support staff.
• Prepare for meetings attended by the Executive Director, including arranging the meeting room (in person or virtually), procuring refreshments, and attending the meeting as necessary.
• Maintain organized filing systems and databases while ensuring the confidentiality of sensitive information.
• Collaborate with Directors on the formulation of the annual staff meeting schedule.
• Oversee the monthly Staff Meetings for the organization by preparing the agenda, coordinating the completion of PowerPoint presentations, and organizing food for in person meetings.
• Assist in the preparation, processing, and management of government grants by entering and maintaining accurate funder contact information, tracking report deadlines and submissions in Raiser’s Edge, and ensuring the grant proposal folder is current.
• Monitor all grant and program contracts, including those submitted to the legal team for review and approval.
• Procure office supplies as needed.
• Process check requests or submit invoices for payment through the Requisition Center (RQC) system.
• Maintain and track subscription services for online media, video conferencing, and related databases.
• Support special projects, research initiatives, and other duties as assigned.

Education

BA required OR five (5) years administrative experience in an executive environment in lieu of degree.

Skills

• Proficient in technical skills, particularly with the Microsoft Office Suite (including Word, Excel, PowerPoint, and Outlook), as well as Raiser’s Edge and Access.
• Demonstrates exceptional customer service capabilities.
• Capable of functioning independently with minimal supervision in a dynamic, fast-paced environment.
• Exhibits strong organizational abilities, including proficiency in multitasking and establishing priorities effectively.
• Possesses excellent verbal and written communication skills.
• Displays meticulous attention to detail coupled with robust organizational skills.

This position necessitates occasional travel utilizing a personal vehicle. A valid driver’s license and proof of car insurance coverage are required. Additionally, some evening and weekend work may be necessary.