Executive Assistant

Baltimore, MD Full-time

Position Summary:

To provide excellent administrative support to the President & CEO, Board of Directors, and the Executive Leadership Team (ELT).  This individual is looked to as a leader and role model for how to use technology to accomplish day-to-day job functions, manage multiple projects simultaneously, and generally make daily support operations and work processes more efficient.  Part of this position is to ensure all administrative support positions throughout the organization are receiving ongoing continuing education and training so that they are always learning and growing. 

 

Essential Functions:

  • Maintain excellent technological functionality in the following areas:
    • Complete training and serve as administrator and account manager of the e-Fax service used by BCC
    • Complete LastPass training, manage passwords specific to the work efforts of the President & CEO and ELT, and act as a back-up administrator for the entire service in the absence of the Chief Operating Officer (COO).
    • Complete aligntoday.com training, enter strategic plan updates on behalf of the ELT, and act as a back-up administrator for the entire service in the absence of the COO.
    • Achieve and sustain super user status for BCC’s Electronic Health Record (EHR) system. Deliver tier 1 support for EHR related challenges to the ELT and pull reports and data as needed.
    • Ensure work and meeting spaces are equipped with the appropriate technology and other necessary items to hold a successful meeting.
  • Arrange and maintain an effective and efficient digital schedule for the President and CEO and the Board of Directors by:
    • Schedule, coordinate and notify attendees of specific meetings.
    • Book and communicate business travel logistics for CEO, Board and other ELT members.
    • Ensure all training requirements are scheduled / booked for timely completion

 

 

  • Mentor administrative assistant professionals by providing training and support to the administrative support team and the Executive Leadership Team in the following areas:
    • Build the skills of the team in Microsoft Windows 7 & 10 and full suite of Microsoft Office products toward superior technological abilities
    • Train how to set up and host virtual meetings (Zoom and Skype)
    • Train on how to digitally reserve conference rooms and other BCC assets.
    • Keep the central digital file server organized and digitize paper records as needed
  • Use project management skills and technology to provide coordination to multi-person projects such as but not limited to:
    • Help support staff migrate to more digitally focused document storage and/or learn new digital software systems.
    • Support the organization’s move to electronic health records by working as part of a larger team
  • Support the President & CEO and the Board of Directors to:
    • Schedule, coordinate and track RSVP’s and attendance of Board-related meetings and activities
    • Create draft agendas for board related meetings that create continuity in committee work
    • Monitor and bring to the President & CEO’s attention any activity or task required to maintain compliance with BCC’s bylaws or BCC’s policy and procedure manuals
    • Organize onboarding orientation sessions for new board members as needed.
  • Attend Board or ELT-related meetings and conduct thorough, accurate, and timely minute taking.

 

Non-Essential Functions:

  • Provide coverage as part of a team of administrative assistants who:
    • Cover the front desk / phone switchboard in the absence of the receptionist
    • Serve as a critical link in time-sensitive emergency communications by sending out emergency alerts as needed.
    • Keeps supplies on hand, distributed and ordered as needed
    • Organize, store, maintain, retrieve and destroy per policy necessary pertinent documents of the agency, in hard copy and in electronic format
    • Conduct thorough, accurate, and timely minute taking as needed for meetings not directly Board or ELT-related
    • Plan events
  • Ensure that appropriate relationship cultivation activities are completed on behalf of the ELT (e.g. thank you cards, welcome packets, sending appropriate holiday gifts and other greeting cards)

 

Competencies:

 

  • Accurate Listening
  • Attention to Detail
  • Attitude towards Honesty
  • Conceptual Thinking
  • Following Directions
  • Frequent Interaction with Others
  • Handling Stress
  • Prioritize, manage and complete multiple tasks
  • Event planning
  • Able to problem solve given multiple inputs and criteria
  • Proficient in Microsoft Windows 7 & 10 and the full Microsoft Office Suite.
  • Able to type 70 words per minute with at least 85% accuracy.
  • Able to proof read written assignments for grammar and spelling errors
  • Able to take minutes accurately and provide them within one week of the meeting
  • Organized Workplace
  • Personal Accountability
  • Calm under pressure

 


 

Supervisory Responsibility:

N/A

 

Work Environment:

This job operates in a professional office environment. This role routinely uses standard office equipment such as computers, smart phones and tablets, photocopiers, scanners, filing cabinets, and fax machines.

In the nature of being at a residential and school living environment there may be times you experience conditions in which challenging behavior can be exhibited from our youth to include but not limited to, physical agitation, physical violence and/or emotion outburst.

Physical Demands:

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job.

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; and taste or smell. The employee must occasionally lift or move up to 25 pounds. Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception and the ability to adjust focus.

Position Type/Expected Hours of Work:

This is a full-time position. Days and hours of work are Monday through Friday, 8:30 a.m. to 5 p.m. This position regularly requires flexible work hours to include evenings. This position is eligible for flex schedule. This position is non-essential during inclement weather.

Travel

Travel is primarily local during the business day, although some out-of-area travel may be expected.

 

Required Education and Experience

  • High School graduate with minimum of 3 years office experience

Or

  • Two years of college with one year office experience.

Preferred Education and Experience

  • Two years of college with 3 years of office experience.

Additional Eligibility Qualifications

  • Comfort, confidence, and curiosity meeting people with excellent interpersonal skills.
  • Ability to interact with public, employees and clients in a professional and responsive manner.
  • Organized, flexible, detailed-oriented, and to work at an above average place.
  • Excellent computer use knowledge with Microsoft Windows 7/10 and Office products, including Word, Excel, PowerPoint, Outlook, and Publisher.
  • Understanding of cultural and ethnic factors of client populations
  • Excellent writing skills and experience in producing written correspondence and public facing communications
  • Proven ability to manage multiple projects, priorities, meet deadlines, multi-task, and think creatively
  • Must possess excellent verbal and written communication skills, organizational skills and analytical and problem solving skills.
  • Must be able to type 70 wpm or better with at least 85% accuracy.
  • Ability to develop sufficient understanding of agency functioning and goals to develop appropriate priorities.
  • Ability to sit and stand for long periods of time.
  • Ability to keep an electronic calendar (Outlook) and task list a must
  • Ability to obtain and maintain certification in CPR/First Aid
  • Ability to demonstrate the possession of a valid driver’s license prior to employment and ability to maintain the license and operate a motor vehicle thereafter.
  • Ability to pass CPS/UII background check both prior to employment and per the schedule outlined by HR thereafter.
  • Ability to pass a Tuberculosis Screening both prior to employment and per the schedule outlined by HR thereafter
  • Ability to pass a work-readiness physical performed by a certified medical professional both prior to employment and per the schedule outlined by HR thereafter.
  • Ability to pass a Federal and State Fingerprinting Background Check both prior to employment and per the schedule outlined by HR thereafter
  • Ability to pass a drug screen via urinalysis both prior to employment and randomly thereafter

SALARY AND BENEFITS:

To be reviewed at time of employment.

To apply, please submit your resume (required) and cover letter (required) using the application buttons below. 

To view a summary of employee benefits and learn more about our company culture, visit www.boardofchildcare.org/careers.  

The Board of Child Care is an equal opportunity employer committed to excellence through diversity. All eligible candidates, regardless of personal characteristics, are encouraged to apply for vacancies as appropriate.