Executive Assistant, Baltimore Grantmaking

About the position The executive assistant will provide administrative support to the managing director of Baltimore grantmaking and several program officers. This role will optimize the team's time by strategically managing calendars, schedules, and priorities; providing support as needed; and representing the Foundation with professionalism and respect in all interactions with colleagues and external partners. The executive assistant will help coordinate workflows across the team and maintain strong operational systems that support efficiency, clarity, and follow-through.

Responsibilities

• Manage a highly dynamic and complex calendar for the managing director and members of the grantmaking team, balancing internal meetings, community engagements, and site visits; resolving scheduling conflicts; and coordinating across teams.
• Prepare the managing director and other team members for meetings by assembling agendas, briefing materials, and relevant background information.
• Serve as a contact for internal and external stakeholders, including nonprofit partners, civic leaders, and philanthropic collaborators.
• Maintain organized systems to track key initiatives, deadlines, and information flow across the Baltimore team, ensuring timely follow-up and progress on priorities.
• Coordinate logistics for meetings and events.
• Prepare and submit accurate and timely expense reports for team members.
• Support document preparation, data entry, and administrative tasks related to grantmaking.
• Assist with project planning and coordination, including gathering information, preparing summaries, and supporting internal collaboration.
• Coordinate travel logistics and itineraries for the managing director and program officers as needed.
• Take meeting notes and document action items with clear follow-up communication.
• Maintain confidential files, grantmaking materials, and organizational documents with accuracy and discretion.
• Understand the Foundation’s Baltimore grantmaking strategy and help the team allocate time and attention accordingly.
• Identify opportunities to streamline processes, improve information flow, and enhance operational efficiency.
• Anticipate needs, surface potential issues early, and take initiative to address them.

Requirements

• Experience communicating with and supporting C-level executives.
• This role requires being highly organized, planning ahead, managing competing priorities effectively, foreseeing issues and potential challenges, and proactively communicating and recommending solutions.
• Demonstrated ability to be adaptable, self-directed, and comfortable working in a fast-paced environment.
• Proficiency in Microsoft Office, Teams, Outlook, Zoom, Excel, and database software.
• Manages priorities effectively while advancing work independently and collaboratively.
• Works respectfully with colleagues across teams.
• Builds productive relationships with external partners, grantees, and other stakeholders.
• Contributes to a positive, welcoming, and solution-oriented team culture.
• Accepts constructive feedback and demonstrates a commitment to continuous improvement.
• Exercises sound judgment in complex or sensitive situations.
• Maintains strict confidentiality and handles highly sensitive information with discretion and professionalism.
• Communicates clearly and professionally in written and verbal formats.
• Demonstrates attention to detail and accuracy.
• Listens actively and engages thoughtfully with colleagues, partners, and community members.
• Brings a professional background and experience that resonate with the Foundation’s values and guiding principles: respect for every individual, care, collaboration, commitment, community, and curiosity.
• Demonstrates emotional intelligence and self-awareness in interactions with colleagues and partners.
• Adapts to changing priorities and navigates ambiguity with flexibility and composure.

Nice-to-haves

• Experience in a nonprofit or community-based organization is highly desirable.
• Experience with Concur and project-management software a plus.

Benefits

• vacation and sick leave
• health insurance
• a retirement plan with employer contributions

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