Executive Assistant, Administrative Offices

National Center On Institutions And; Milford Mill (MD); Vor Ort; USD 70.000 - 90.000; Vollzeit

Benefits dieser Stelle

Competitive salary

Health benefits

Paid time off

Retirement savings opportunities

Professional development

Zusammenfassung

NCIA in Baltimore, MD is seeking a Senior Executive Assistant to support our Executive Office and Finance leadership. You will manage complex calendars, coordinate meetings and travel, and serve as a trusted partner ensuring confidentiality and efficiency.

This role offers exposure to CEO, CFO, board members, and senior stakeholders. You will help drive organizational effectiveness through governance support, project coordination, and thoughtful process improvements.

Qualifikationen

• Bachelor's degree in Business Administration or related field, or equivalent experience.
• 5-7 years of administrative support experience.
• At least 3 years supporting senior executives or C-suite leaders.
• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.

Aufgaben

• Manage complex calendars and scheduling for executive leadership.
• Coordinate meetings, travel arrangements, executive correspondence, and follow-up activities.
• Support Board and committee meeting logistics, materials, records, and communications.
• Maintain action items, deadlines, and priority tracking systems.
• Assist with organization-wide events and special projects.
• Monitor deliverables and follow up with stakeholders to ensure timely completion of key priorities.

Kenntnisse

Microsoft Outlook

Microsoft Word

Microsoft Excel

Microsoft PowerPoint

Microsoft Teams

Calendar management

Executive support

Communication

Ausbildung

Bachelor's degree

Jobbeschreibung

Senior Executive AssistantExecutive Office & Finance AdministrationBaltimore, MD (On-site)Are You the Calm, Organized Force Behind Executive Success?At NCIA, we believe every detail matters when you're supporting leaders who are changing lives. We're seeking an experienced Senior Executive Assistant who thrives in a fast-paced environment, anticipates needs before they arise, and enjoys being the trusted partner that keeps executives, priorities, and projects moving forward. This position supports our Executive Office and Finance leadership, serving as a key contributor to organizational effectiveness and strategic execution.If you're highly organized, proactive, resourceful, and excel at managing competing priorities while maintaining absolute confidentiality, we encourage you to apply.Why Join NCIA?Make an Impact Every DayAt NCIA, our mission is simple yet powerful: Changing Lives, One Person at a Time. Every role within our organization contributes directly to supporting individuals and communities in meaningful ways. Your work will help ensure organizational leaders can focus on advancing services and strategic initiatives that make a lasting difference.Work Alongside Influential LeadersThis role provides direct exposure to executive leadership, including the CEO, Chief of Staff, CFO, Board members, and senior stakeholders. You'll be a trusted advisor and administrative partner helping drive efficiency, accountability, and organizational excellence.Grow Your CareerThis is more than a traditional executive assistant position. You'll gain experience supporting executive operations, board governance processes, finance administration, strategic projects, workflow improvement initiatives, and cross-functional collaboration across the organization.Join a Mission-Driven CultureOur team is passionate, collaborative, and committed to continuous improvement. We value professionalism, integrity, accountability, and people who take initiative to solve problems and improve processes.What You'll DoExecutive Leadership SupportManage complex calendars and scheduling for executive leadership.Coordinate meetings, travel arrangements, executive correspondence, and follow-up activities.Support Board and committee meeting logistics, materials, records, and communications.Maintain action items, deadlines, and priority tracking systems.Assist with organization-wide events and special projects.Finance Administrative SupportProvide administrative support to the CFO, including calendar management and meeting coordination.Track recurring finance deadlines, audits, reporting schedules, and compliance requirements.Coordinate approvals, electronic signatures, and document routing processes.Support audit preparation and financial documentation organization.Monitor deliverables and follow up with stakeholders to ensure timely completion of key priorities.Operational ExcellenceMaintain executive records, confidential files, and administrative workflows.Utilize Microsoft 365 tools to manage scheduling, collaboration, documentation, and reporting.Identify opportunities to improve efficiency and enhance administrative processes.Partner with senior leaders to manage competing priorities and ensure timely execution of organizational objectives.What We're Looking ForRequired QualificationsBachelor's degree in Business Administration or related field, or equivalent experience.5-7 years of administrative support experience.At least 3 years supporting senior executives or C-suite leaders.Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.Exceptional organizational, communication, and time-management skills.Demonstrated ability to manage confidential information with discretion and professionalism.Experience coordinating board activities, executive workflows, records management, and deadline tracking systems.Preferred AttributesHighly proactive and self-directed.Strong critical thinking and problem-solving abilities.Ability to anticipate needs and manage multiple priorities.Strong attention to detail and follow-through.Professional presence and confidence interacting with executive leadership.Schedule & LocationFull-Time, ExemptMonday-Friday8:30 a.m. - 5:00 p.m.On-site in Baltimore, MarylandBenefits of Working at NCIACompetitive salaryComprehensive health, dental, and vision benefitsGenerous paid time offRetirement savings opportunitiesProfessional development and growth opportunitiesMission-driven work with meaningful community impactCollaborative and supportive team environmentReady to Apply?If you're an experienced executive support professional who enjoys bringing structure to complexity, building strong partnerships, and helping leaders achieve organizational goals, we'd love to hear from you.Join NCIA and help us continue Changing Lives, One Person at a Time.Apply today to become a valued member of our Executive Leadership Support Team.Equal Opportunity EmployerNCIA is an Equal Opportunity Employer committed to fostering a diverse, inclusive, and respectful workplace. We provide equal employment opportunities to all applicants and employees without regard to any characteristic protected by federal, state, or local law. We encourage individuals from all backgrounds and experiences to apply and are committed to providing reasonable accommodations throughout the hiring process and employment.