Executive Support Specialist

Overview

The Executive Support Specialist provides high-level administrative, organizational, and financial support to The Blue Ribbon Project's Chief Executive Officer (CEO), Chief Operating Officer (COO), and Chief Financial Officer (CFO). This role blends traditional executive assistant duties — calendar management, correspondence, and meeting coordination — with general office and team support and bookkeeping responsibilities. The ideal candidate is highly organized and comfortable managing competing priorities across multiple leaders while helping advance The Blue Ribbon Project's mission of supporting youth in foster care and suPosition Details

Position Title: Executive Support Specialist

Reports To: Chief Executive Officer (CEO), with dual support to the Chief Operating Officer (COO) and Chief Financial Officer (CFO) and staff as directed

Location: The Blue Ribbon Project Headquarters – 45 Community Place, Crownsville, MD (with potential for limited remote work)

Schedule: Approximately 30–32 hours per week

Compensation: $19.00 per hour

Benefits: 403(b) retirement plan with employer matching contributions, after 90 days

Hours: Monday–Friday, 9:00am–3:00pm. Periodic work from home may be an option following a 90-day review.

Primary Responsibilities

Manage calendars, schedule appointments, and coordinate meetings for the CEO, COO, and CFO

Serve as a primary point of contact between the executive team and staff, board members, donors, and external partnersrvivors of child abuse.

• Prepare, format, and edit correspondence, reports, memos, board materials, leadership team meeting materials, and presentations for the executive team
• Coordinate travel arrangements and logistics as needed
• Take notes and prepare summaries for staff, leadership, and board meetings
• Handle confidential and sensitive information with discretion

Administrative & Office Support

• Answer and direct incoming phone calls and respond to general email inquiries
• Assist with answering inquiries to our “Contact Us” Help Desk
• Greet and assist visitors, including volunteers, donors, and program participants
• Maintain physical and electronic filing systems to ensure efficient document management
• Handle incoming and outgoing mail, deliveries, and shipments; check the organization’s mailbox and Post Office Box regularly
• Maintain inventory of office and program supplies; place orders as needed
• Ensure proper operation and maintenance of office equipment (e.g., computers, printers, copiers)
• Assist with the creation and maintenance of organizational policies as needed

Financial & Bookkeeping Support

• Assist in maintaining accurate financial records using QuickBooks
• Support processing of accounts payable and receivable
• Assist CFO, as needed, with reconciling bank statements and credit card accounts
• Record and assist in the acknowledgement of in-kind and financial donations
• Assist in basic bookkeeping tasks, such as organizing receipts, preparing reimbursement forms, and entering invoices and other data
• Assist with check processing and deposits
• Support the CFO with preparation of financial reports, budget tracking, and grant-related expenditure records
• Coordinate with the CFO and external accountant during audits or financial reviews as needed
• Data Entry & Record Keeping
• Enter and maintain data in organizational databases (e.g., donor, volunteer, and participant records)
• Assist with tracking attendance, participation, and program outcomes
• Support the preparation of reports for grants, board meetings, and compliance purposes
• Program and Event Support
• Assist with the preparation of materials for training, outreach events, and volunteer sessions
• Help manage event RSVPs, sign-in sheets, and post-event follow-up as needed
• Provide logistical support during in-house events and public awareness campaigns

Pay: $19.00 - $20.00 per hour

Expected hours: 25.0 – 32.0 per week

Benefits:

• Paid time off

Work Location: In person

Salary : $19 - $20