EXECUTIVE ASSISTANT TO CEO Park Heights Renaissance, Inc. is a 501(c)(3) corporation whose mission is the revitalization of Baltimore's Park Heights community, which comprises 13 distinct neighborhoods and more than 30,000 residents. Park Heights Renaissance is implementing a master plan for the community that includes housing development, commercial redevelopment, community capacity building, and outreach, human development, and community services.
EXPECTATION OF EXECUTIVE ASSISTANT: The Executive Assistant to the CEO will operate under the direction of both the Chief Executive Officer and the Chief of Strategy & Implementation (CSIO). The incumbent will provide executive-level administrative support, while maintaining the highest level of confidentiality and possessing the acumen to be an effective "gatekeeper" for the CEO, who is the Leader of this organization. They will possess the professional etiquette and temperament to effectively manage an executive office; to engage many political and government leaders including, but not limited to, the Mayor's office and Baltimore City council members; and engage community leaders in Park Heights.
RESPONSIBILITIES AND DUTIES: Complete a broad variety of administrative tasks that facilitate the CEO's ability to effectively lead the organization. Perform advanced, diversified, and confidential administrative duties requiring broad and comprehensive experience, critical thinking, skill, and knowledge of organization policies and procedures.Provide sophisticated calendar management for CEO. Prioritize inquiries and requests while troubleshooting conflicts; make judgments and recommendations to ensure smooth day-to-day engagements. Manages calendars/schedules for internal and external meetings, coordinates appointments for the CEO. Schedules conference rooms, and orders meals for meetings.Conduct complex administrative assignments related to meeting, seminar, workshop, and/or conference planning, including material production; prep material packet compilation; scheduling; logistical arrangements; and liaising with participants, speakers, and vendors with minimal direction.Serve as the primary point of contact for internal and external constituencies on all matters pertaining to the CEO, including those of a highly confidential or critical nature. Prioritize and determine the appropriate course of action, referral, or response, exercising judgment to reflect the CEO's style and organization policy. Screens calls and visitors and resolves inquiries.Work with the Executive Team to coordinate the CEO's outreach activities. Follow up on contacts made by the CEO to cultivate ongoing relationships. Assists in maintaining key contact information, sensitive and confidential data and documents, and develops and maintains tickler systems.Prepare reports, memos, letters, and other correspondence/documents, using Microsoft Word, spreadsheets. Manages and develops report templates, PowerPoint presentations, applications, and other tools to effectively support administrative functions. Develop meeting and workshop materials.Develop strong peer relationships with legislative assistants and liaisons at local, state, and federal levels. Track and monitor legislation related to the organization's mission, programs, and initiatives.Perform special projects across multiple teams that may include process design/re-engineering and/or execution oversight of workstream initiatives.Receive and manage incoming and outgoing mail. Effectively monitors, manages, and responds to email correspondence.Review and analyze complex data and keep databases and share sites up to date.Stays abreast of new technologies and applications that support the highest level of efficiency and effectiveness.Coordinates Board and committee meetings, including logistics (reserving meeting sites, catering, security notifications), collection and coordination of meeting materials, agenda creation, for senior leaders and/or Board contributors, and tracks/manages meeting attendance responses., database, and/or presentation software.Maintains accurate lists of business contacts, Stakeholders, BOD, and BOD Committees.Develop and maintain accurate and organized electronic filing systems.Triage and route information requests.Independently develops systems to improve administrative efficiencies.Acts as Gatekeeper, determines appropriate intake protocols.Support and staff events and public engagements of the CEO.Exercises autonomy in troubleshooting issues as they arise and anticipates the needs Leaders.Ability to develop and maintain collaborative relationships with all stakeholdersQUALIFICATIONS: The successful candidate must:Have an Associate's degree in business or office administration, project management, public administration, or related coursework with a minimum of three to five years of experience in the related field, preferably working with non-profit executives or senior staff.A Bachelor's degree is preferred.Significant executive support experience, including supporting C-level executives. Nonprofit board experience is highly-preferred. 5+ Years experience can be substituted for a degree.Be highly proficient in Microsoft 365 including Word, Excel, Teams, Outlook, and PowerPoint.Have demonstrated ability to support multiple executives with competing responsibilities at the same time.Have demonstrated excellent communication, organization, and time management skills.Must be proficient in scheduling assistant tools, video and audio-conferencing platforms, and related applications.Have experience dealing with complex reporting, and the ability to exercise the highest level of confidentiality.Have the ability to communicate clearly and concisely, verbally and in writing, in English. Bilingual communication is a bonus.Show strong attention to detail.Have excellent organizational and interpersonal skills.Park Heights Renaissance is an Equal Opportunity and Affirmative Action Employer.
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