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International Orthodox Christian Charities


110 West Road
Baltimore, Maryland (United States)

Phone: 410-243-9820
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Posting Information


Job ID: 49548
Job Views: 7369
Location: Baltimore,
Zip Code: 21204
Job Category:
Employment Type: Full time
Salary:
Posted: 09.24.2018

Executive Assistant

Baltimore,


Job Description

The Executive Assistant will provide full scale, executive-level, day-to-day administrative, project and travel support to the Headquarters’ Executive Team that includes the Chief Executive Officer; Chief Financial and Administrative Officer; Director of Development and Communications; and Director of Operations. This individual will be the primary liaison between the executives and their external key contacts and ensure a smooth functioning and organized Headquarters office. Additionally, this individual will be the administrative lead in coordinating staff meetings, board meetings, and other organization-wide internal and external meetings, as well as facilitate smooth and efficient telephone communications and various forms of correspondence. This individual must be capable of managing multiple, diverse assignments simultaneously, responding diplomatically to diverse stakeholders and handling sensitive information with discretion.


Job Requirements

1.      Facilitates the internal and external communications of the Chief Executive Officer (CEO) in an efficient, effective and professional manner ensuring complete confidentiality and always having IOCC’s best interest in mind.

2.      Manages and maintains the CEO’s schedules and appointments.

3.      Monitor and coordinate various office management tasks, including personnel matters and other sensitive, discreet or confidential tasks, as assigned by the Executive Team.

4.      Prepares public appearance and travel briefs for Executive Team to include travel logistics and travel related meeting details and information on meeting attendees.

5.      Reliably prepares, edits and maintains correspondence, communications, presentations and other documents for the Executive Team and Board.

6.      Perform research on issues of importance to the Executive Team and follow up as required.

7.      Prepares accurate and timely expense reports for the Executive Team.

8.      Coordinates strategic initiatives on behalf of the Executive Team, as needed.

9.      Acts as the primary administrative liaison between the Executive Team and the Board members; prepares Board meeting minutes; maintains Board motions archive; prepares detailed and indexed Board meeting books.

10.  Manages travel and hotel arrangements for the Executive Team and Board members.

11.  Acts as the lead coordinator for all Board, monthly and periodic staff and other meetings for the Executive Team, including with visiting guests.

12.  Supervises the Receptionist/Administrative Assistant and ensures that tasks are completed effectively. Complete all performance evaluations.

13.  Acts as the primary liaison with the IT consultants regarding office equipment and technology as well troubleshoots typical IT issues.

14.  Managing dissemination of final financial documents (i.e. audit and 990) to all appropriate external and internal stakeholders.

15.  Administers registration, certification, and other related activities for IOCC’s institutional memberships including Global Impact. 

16.  Fills in for the Administrative Assistant when necessary.

17.  Performs other duties as necessary or as directed.

 

III. Qualifications

 

A.    Knowledge and Skills:  Demonstrated computer skills with high level proficiency in MS Office including: Word, Excel, Power Point and Outlook and other specific computer programs such as Visio; excellent inter-personal communication skills with well-developed and demonstrated writing and verbal skills; knowledge of filing and organization systems including electronic files; supervisory skills; skills in professional etiquette and decorum including high degree of confidentiality at all levels. 

B.     Abilities and Competencies:  Ability to build personal and/or organizational relationships with all internal and external staff and contacts; ability to be innovative and find a way to resolve problems; tolerance of stressful and changing work conditions; emotionally intelligent with sensitivity to cultural conditions and practices; detail-oriented and organizational mind set; ability to meet tight deadlines while balancing multiple tasks; tenacity in observing policies and procedures; ability to contribute to team building, and a great sense of humor. 

C.     Education: Bachelor’s degree required; Master’s degree a plus. English or Communications major preferred.

D.    Experience:  Preferred minimum of five (5) years’ administrative management experience in an executive level environment; and two (2 years) as an executive assistant or project specialist.