Position Description – Executive Admin

Duties:

• Provide a wide range of high-level office administration and support to the Executive Team.
• Schedule meetings with multiple participants, coordinate multiple calendars, and communicate with meeting participants in an efficient and professional manner.
• Support the Executive team with administrative tasks as needed.
• Screen phone inquiries for the Executive Director / Deputy Director and direct to the appropriate manager if the Director's expertise is not required with accurate information in a professional and courteous manner
• Act as gatekeeper to the Executive Director/Deputy Director to ensure important issues are handled, and schedules are kept on time.
• Assist with grant paperwork, coordinating support letters.
• Work with diverse staff, clients and visitors in a friendly and professional manner
• Prepare and compile spreadsheets and supporting information for budgets, grants and other projects.
• Prepare, process, and review a variety of documents, including offer letters, and applicant/employee paperwork for completeness, accuracy, and submission standards
• Assist in processing unemployment verifications.
• Assist in administering employees benefit program and activities
• Support the recruitment process by corresponding with applicants, making interview schedules and preparing offer letters and packages.
• Answer routine questions, distribute and explain forms such as the employment application.
• Stay informed to provide helpful resource materials to inquirers
• Support grant related documentation and process
• Make travel, meeting and other arrangements ensuring space is secured and usable
• Send invites, reminders and record minutes of meetings. Arrange via video conference as necessary
• Participate in developing and enforcing office systems, protocols and procedures
• Coordinate other specific projects as determined by management
• Schedule and attend monthly board meetings, record meeting minutes, and distribute.
• Support grant related communications
• Organize all files by categories in both hard copy and electronic forms. Sort and archive agency files
• Prepare a monthly schedule that includes all regular and special meetings.
• Prepare a calendar of reports for all due dates of current grants and special projects.
• Responsible for Board related correspondence, meetings and activities.

Qualifications

• More than 5 years of demonstrated experience as grant, communications, administrative assistant.
• Excellent interpersonal, spoken and written communication skills
• Knowledge of social media platforms especially Facebook and Twitter. Proficiency a plus
• Strong coordination and organization skills
• Excellent computer skills in word processing, spreadsheets, databases, and social media
• Clear criminal background check
• Professional and punctual
• Additional assets - QuickBooks knowledge, nonprofit experience, fluency in another language

Job Type: Full-time

Pay: $40,000.00 - $45,000.00 per year

Schedule:

• Monday to Friday

Ability to commute/relocate:

• Frederick, MD 21701: Reliably commute or planning to relocate before starting work (Required)

Education:

• Bachelor's (Required)

Work Location: One location