Executive Assistant - #255314

Position Summary

The Executive Assistant provides high-level administrative support to the Executive Director ensuring smooth organizational operations and efficient communications. The Executive Assistant serves as a representation to the Executive Director and the agency in communications with the board and performs essential administrative tasks related to board engagement. This role requires strong organizational skills, communication skills, attention to detail, and the ability to manage multiple priorities.

Essential Duties And Responsibilities

• Attend and take minutes for full Board and assigned committee meetings.
• Manage and maintain the Executive Director’s calendar, including scheduling meetings and appointments.
• Serve as liaison between the Board and the Executive Director, ensuring timely communication and follow-up.
• Coordinate agenda creation and distribute meeting materials.
• Manage calendar invitations and attendance tracking.
• Handle logistics for in-person meetings and annual retreat, including room setup, food coordination, and technology support.
• Maintain board portal, contact lists, committee rosters, and meeting attendance records.
• Administer Conflict of Interest and Board Commitment forms via Board Portal (SharePoint).
• Coordinate scheduling requests involving multiple parties for the Executive Director.
• Support Board of Directors’ needs for administrative support to access and retrieve necessary information and files.
• Assist Governance Chairs and Board President with thank-you gift orders for retiring Board members.
• Track board meeting and committee attendance for annual reporting.
• Provide timely and accurate delivery of board minutes, data entry, and donor acknowledgments.
• Ensure smooth coordination of board communications and meeting logistics.
• Nothing in this job description restricts management’s right to assign or reassign duties and responsibilities to this job at any time.
  
  

Pay: $55,000 - $60,000

Experience, Education, Certifications/Licenses

• 2–3 years of experience in C-suite administrative support, preferably in a non-profit setting.
• Strong attention to detail, organizational skills, and ability to handle confidential information
• Excellent written and verbal communication
• Proficiency in Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) and virtual meeting platforms (e.g., Zoom, Microsoft Teams); experience with Raiser’s Edge a plus.
• Ability to manage multiple tasks and meet deadlines independently and as part of a team.
• High level of professionalism, discretion, and confidentiality.
• Strong written and verbal communication skills.
• Flexibility and initiative in problem-solving.
• Ability to pass a criminal background check.
  
  

House of Ruth Maryland offers a comprehensive Total Rewards Package that will include but is not limited to medical insurance, prescription plan, dental insurance, vision insurance, paid time off, life insurance, 403(b) retirement savings plan, and Employee Assistance Program.

House of Ruth Maryland upholds the mission of the Equal Employment Opportunity Commission by being an Equal Employment Opportunity Employer. All applicants will be considered for employment and will not be excluded because of color, race, religion, sex, sexual orientation, gender identity, national origin, veteran status, disability status or age.