We are actively recruiting for an Executive Assistant. The Arc Baltimore’s Executive Assistant (EA) is a senior level position with a wide range of administrative, executive and governance responsibilities. The EA reports directly to the Chief Executive Officer (CEO) and serves as the liaison of the executive office to key constituent group such as the Board of Directors, Senior Management team, other staff, people supported and their family members, as well as external individuals and groups. In managing the initiatives of the Chief Executive Officer, this role must exemplify the agency’s mission, vision and values and must consistently use the highest discretion in handling confidential executive communications.

Why choose The Arc Baltimore?

Competitive Wages
Schedule: Monday – Friday 8:00am - 4:30pm
Vacation, Sick and Holiday Pay
403(b) Plan & 403(b) Employer Match
Medical, Dental, Vision, STD and Flex-Spending Benefits
Employer Paid Benefits, including Life, Accidental and LTD Insurance
Flexible work/life balance

Essential Job Functions

Responsible for providing comprehensive administrative support to the Chief Executive Officer (CEO) including but not limited to: maintaining all files for the Executive office both electronic and hard copy; handling all correspondence; maintaining calendar/schedule and setting/coordinating all appointments and meetings; answering all phone calls directed to the executive office; opening, reading, sorting and redirecting when warranted all mail, faxes, etc.
Prepares the CEO’s monthly mileage and expense reimbursement report and corporate credit card reconciliation report.
Assists with support in planning and carrying out designated special events such as the Annual Lobbying, Golf Tournament, Art in the Round, the Annual Meeting and Awards reception, and such other events that may be planned from time-to-time.
Coordinates all activities needed for the quarterly meetings of the Board, the annual retreat of the Board, the annual meeting of the ‘members’ of the corporation and other Board events as may occur from time-too-time, including sending meeting notices, meeting room and refreshment set-up/planning, sending agendas and other materials in advance, preparing documents and ‘visuals’ for the day of the meeting, taking minutes of the meetings, etc.
Maintains key board governance documents and metrics such as attendance statistics, annual board self-survey data, annual conflict of interest forms, board slates and other relevant documents
Coordinates with the Standards for Excellence ‘team’ (CEO, Chief Strategy Officer and Chief Advancement Officer) in assembling the recertification application as required every five years.
Manages the agency’s executive daily and long-term calendars which include senior management, administrative staff and leadership meetings and events.
Manages time and attendance recording for senior management team members.
Coordinates with and serves as a back up to others on a variety of other administrative/office support responsibilities.
Serves as the liaison on behalf of the CEO to parents, supported individuals and staff, fielding a variety of communications including requests for information, complaints, etc.
Assists the various divisions and departments with budgeting for and planning any events
In coordination with key staff, responsible for compiling and distributing the monthly internal employee newsletter, The Arc Insider.
Provides needed support to the CEO to facilitate his/her participation and leadership in various professional and community affiliations: This includes organization of files, schedule of meetings, schedule use of office space, preparation of documents/presentation on behalf of the CEO.
Travel/Lodging Arrangements
Handles the CEO’s convention, conference(s), and meeting registrations, and arranges for payment.

Education & Experience

AA degree required (BA/BS preferred)
Minimum of 6 years executive level administrative experience directly related to responsibilities of this position
Highly skilled with MS Office Suite (Word, Excel, PowerPoint, Publisher, Outlook).
Advanced proficient in 0365/Microsoft Teams/SharePoint
Strong oral and written communication skills: must be able to interface with multiple constituencies in a pleasant and professional (and confidential when warranted) manner.
Active valid driver’s license and access to reliable transportation
Must be a team player and able to work with all levels of management, administrative and other staff.
Proactive, highly motivated and adaptable, with excellent organizational skills including the ability to juggle multiple tasks, changing needs, and competing priorities are the skills needed for this role.

Working Conditions

Work under conditions of a typical office environment.
Position will require the need to arrive to work-site or meeting-site earlier than normal start time or stay later than normal to accommodate the set-up and oversight of various meetings.
Maintenance of all required training of the position per agency guidelines

The Arc Baltimore

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Executive Assistant