Executive Assistant

Executive Assistant

Hiring Organization: 
The Robert W. Deutsch Foundation

About the Foundation

Founded 30 years ago, the Robert W. Deutsch Foundation invests in innovative people, programs, and ideas that improve the quality of life in Baltimore and beyond. The Foundation’s grantmaking focuses primarily in the areas of digital equity, community development, and arts and culture.

Summary of Position

The Executive Assistant is a skilled administrator who plays a key role in supporting day-to-day operations at the Foundation. Reporting to the Director of Operations, the Executive Assistant provides direct administrative support to the President and Vice President, while also working across the organization to ensure programmatic goals and objectives are accomplished, and operations run efficiently. The Executive Assistant will also be required to pitch in on diverse tasks as needed, including planning, coordinating and executing projects and events.

Candidate Profile
●  Bachelor’s Degree + 4 or more years’ experience in an office administrative or similar role that worked on a wide variety of special projects and assignments with similar complexity
●  Professional and proactive--anticipating needs and offering solutions to problems
●  Proven ability to multitask and work in a fast-paced, environment
●  Ability to handle highly confidential and sensitive matters in an appropriate manner
●  Ability to liaise with many different people, including high-level executives, directors, board members, grantees and peers
●  Strong organizational skills and meticulous attention to detail
●  Ability to manage multiple and/or competing priorities
●  Excellent written and verbal skills
●  Positive and enthusiastic attitude
●  Personally motivated to support the Foundation’s mission and goals
●  Ability to act with honor, character, and integrity

Required Skills/Knowledge
●  Demonstrated problem-solving skills and a strong sense of ownership over complex assignments; able to follow-through without being prompted, willing to do what it takes to get the job done, ability to plan effectively and adapt to changing circumstances
●  Strong organization skills; ability to manage several tasks and projects at once with excellent follow-through
●  Ability to manage a high level of detail, accurately and consistently
●  Ability to represent the Foundation professionally, maintain confidentiality, and handle sensitive matters with discretion and diplomacy
●  Outstanding interpersonal and communication skills; ability to build relationships and negotiate challenging situations in a friendly and professional manner
●  Tech savvy with proficiency in Google Suite, Drive, Adobe and Zoom; and the ability to master other digital tools and programs quickly
●  High degree of integrity and capacity for self-reflection and constructive evaluation
●  Demonstrated experience working effectively as part of a team and with colleagues of diverse backgrounds and perspectives
●  Comfortable in a high performing and growing organization

Essential Responsibilities and Tasks
Executive Support (60%)
(President 20%, Vice President 40%)

●  Assist in the management of the calendars of the President and Vice President; schedule meetings and arrange agendas
●  Coordinate the scheduling, preparation, and logistics of appointments and meetings with internal and external stakeholders; including advocates, partners, grantees, philanthropic
leaders, community leaders etc. for Senior Staff
●  Work closely with the President and Vice President to keep them well-informed of upcoming commitments and responsibilities, following up appropriately
●  Support President and Vice President with discrete program-oriented research or tasks
●  Prepare or draft emails, communications, and/or minutes on behalf of President and Vice President
●  Provide technical and logistical support for virtual/in-person meetings for President and Vice President
●  Attend select meetings, take notes, capture action items, and ensure follow through
●  Secure offsite locations and support travel logistics as needed

General Administrative and Operational Support (35%)
● Screen calls and manage general email inbox
●  Receive and distribute mail and packages
●  Manage front door access and provide a welcoming atmosphere to visitors
●  Assist with in-house technology and AV needs for staff and visitors
●  Manage shared team calendar; organize staff meetings, lunches and other team events
●  Provide general administrative support including copying, scanning and printing
●  Maintain office and kitchen supply inventory and equipment in shared kitchen area
●  Manage logistics and calendars for meetings and conferences, including arranging travel and catering and setting up and breaking down meeting rooms

Staff meetings, retreats, and team-wide projects (5%)
●  Prepare an annual individual work plan for approval, update as necessary
●  Participate in staff meetings, team-wide meetings, project-specific meetings, and/or retreats as needed

*This job description will evolve over time and is subject to periodic updates. At management’s discretion, the employee may be assigned different or additional duties of similar complexity.

Location: On-site Baltimore, Maryland Anticipated
Start Date: December 2021

Salary and Benefits
$45,000 - $50,000 starting salary, depending on experience
Medical, dental and vision insurance
403(b) retirement savings plan with employer match
Generous holiday and vacation allowance

Application instructions: 

Interested candidates should send the following documents to: hiring@rwdfoundation.org
Please put “Your Name – Executive Assistant application” in the subject line.

1. Cover letter
2. Resume
3. Recent writing sample

Job Category: 
Publish date: 
Position Location: 
Baltimore, MD
Type of Position: 
Education Requirement: 
Experience Requirement: 
3-5 Years
Submitting Organization: 
Robert W. Deutsch Foundation