TPO Executive Assistant

Description

Title: TPO Executive Assistant

Location: This is a hybrid position based in Baltimore with expectations of local travel.

Salary Range: $85,000 + Full benefits package

Reports to: BCYF President & CEO

BALTIMORE FOCUS: Baltimore Children & Youth Fund (BCYF) is a Baltimore-centric and focused organization. BCYF has hiring requirements from the City of Baltimore to make best efforts to hire Baltimore residents first. Although the City allows consideration of qualified applicants residing outside of Baltimore, BCYF is committed to hiring the best people for the roles who know Baltimore, and the community, grassroots organizations, and ecosystem it is committed to serve. All positions will be posted with the Mayor’s Office of Employment Development in accordance with the Local Hiring Law.

FINANCIAL DISCLOSURE REQUIREMENT All exempt hires are subject to annual financial disclosure requirements to the City of Baltimore Ethics Board. Cut and paste the financial disclosure requirements link to view https://ethics.baltimorecity.gov/financial-disclosure

About Baltimore Children & Youth Fund, Inc.

BCYF is committed to ensure that our children and youth are healthy, ready to succeed in school, and live in stable, safe, and supportive families and communities. We do more than grantmaking, we collaborate with grassroots organizations and community leaders to create new opportunities for the city’s young people to learn, thrive and succeed. BCYF awards grants to organizations that provide programs to thousands of Baltimore's young people -- from academic support and science exploration to dance and photography. BCYF is committed to authentic community engagement, and our strategy and grant decisions are shaped and led by Baltimore community members and youth leaders. Our core values of Ubuntu (a southern African term that expresses the idea that an individual’s well being is rooted in the community), Racial Justice, Intergenerational Leadership, and Community Ownership direct our partnerships with organizations that share our Black liberation worldview. Through our strategic investments, we strive to resource a future where children and youth throughout the city enjoy access to high-caliber enrichment and learning opportunities, and children and youth programs have the resources they need to equitably serve all our young people.

Click here to learn more about our story and our guiding values and principles.

This is a full-time position with full benefits, including health insurance, dental and vision insurance, paid time off, paid parental leave, paid holidays, internet allowance, paid mileage for local travel, and support for professional development opportunities.

Because Baltimore City is at the heart of our work, travel within the City is required. The ideal candidate will have an awareness of the social dynamics impacting the City and of the historical system of oppression that influences views of the City. The ideal candidate will navigate the City and interact with its citizens with a sensitivity to these factors. 

BCYF provides a hybrid working environment that gives staff the flexibility to work remotely when not required for in-person meetings or tasks.

BCYF has a COVID-19 vaccination policy that requires employees to be vaccinated as a condition of employment unless they have a medical or religious exemption. If offered the position, you will be required to provide evidence that you are fully vaccinated.

Position Overview 

BCYF, Inc. is seeking a highly skilled and mission-aligned Executive Assistant (EA) to provide direct support to the President & CEO. This role is critical in ensuring executive-level efficiency, strengthening internal coordination, and supporting external engagement in service to BCYF’s commitment to advancing racial equity and community-led change.

Reporting directly to the President & CEO, the Executive Assistant (EA) will serve as the primary point of contact for internal and external stakeholders on matters related to the Office of the President. The EA will be responsible for managing a dynamic calendar, coordinating meetings, drafting communications, and supporting organizational effectiveness through thoughtful planning, preparation, and follow-up.

This role requires a high degree of professionalism, discretion, attention to detail, and the ability to work independently and remotely with minimal supervision. Experience working asynchronously across teams and responsibilities is essential.

This position is ideal for someone who thrives in a fast-paced, mission-driven, and collaborative environment, and who brings a strong commitment to BCYF’s mission and values.

Requirements

ABOUT THE IDEAL CANDIDATE

*While no candidate will possess every quality, the successful candidate will possess many of the following experience and attributes. (Preference will be given to candidates with a proven track record of scaling a start-up nonprofit or philanthropic organization.) Even if you aren’t sure but are excited about the position, we encourage you to apply!

The ideal candidate for this role is a proactive, detail-oriented, and tech-savvy professional who thrives in a dynamic environment centered on racial equity, youth leadership, and community engagement. This individual is confident in managing executive-level operations and communications and brings a calm, solutions-focused approach to balancing multiple priorities.

You’ll thrive in this role if the following describes you:

• Strong Communicator – You excel in both written and verbal communication, with the ability to draft professional emails, meeting notes, and presentations that are clear, concise, and engaging.
• Highly Organized and Detail-Oriented – You can manage logistics, anticipate needs, and follow through on deadlines with precision, even when juggling multiple responsibilities.
• Technologically Confident – You are experienced with remote work tools and platforms including Google Workspace, ClickUp, Zoom, Canva, and Jotform, and you can quickly learn new systems to enhance workflow.
• Experienced Executive Support Partner – You have a proven track record of supporting a senior leader with calendar management, meeting coordination, email triage, travel planning, and project tracking.
• Indpendent and Resourceful – You’re able to work autonomously while keeping leadership informed, take initiative to move tasks forward, and exercise sound judgment in a fast-paced setting.
• Skilled in Information and Workflow Management – You can manage digital filing systems, expense tracking, and follow-up on executive tasks with efficiency.
• Comfortable Managing Sensitive and Time-Sensitive Information – You balance urgency, confidentiality, and competing priorities across multiple platforms and stakeholders.
• Equity-Driven and Mission-Aligned – You are passionate about social justice and community-centered work, and bring cultural humility and professionalism to every interaction.
• Asynchronous Work Ready – You have a proven ability to work successfully in asynchronous environments, managing progress and communications across timeline and platforms. 

CORE RESPONSIBILITIES 

Executive Coordination & Scheduling

• Serve as the point of contact between the President and internal/external colleagues.
• Manage calendar availability, specialized scheduling, and strategic time-blocking.
• Coordinate all internal and external meetings, including logistics, scheduling, and support for in-person, virtual, and hybrid formats.
• Ensure task completion during unscheduled time and coordinate internal deadlines.

Meeting & Communication Support

• Provide meeting support, including note-taking, follow-up tracking, pre- and post-meeting communications, and material organization.
• Support internal communications and document flow for executive tasks.
• Draft and prepare reports, presentations, briefing materials, and related documents for internal and external use.

Travel & Logistics

• Assist with scheduling and planning travel logistics, including appointments with external partners and detailed travel itineraries.

Technology & Systems Management

• Provide technical support for platforms and tools, including G Suite, ClickUp, Canva, Zoom, and Jotform. This includes creating materials, building forms and tools, uploading content, and managing communications. 
• Maintain digital project management systems and document storage/filing systems for the President.

Finance & Administrative Processes

• Submit and manage expense reimbursements and track receipts in coordination with the Finance team.

Other Duties & Special Projects

• Take on additional responsibilities and projects, as needed, to support the effective functioning of the Office of the President.

Experience

• Minimum of 3–5 years experience in a role such as Executive Assistant, Administrative Assistant, Project Coordinator, or similar.
• Experience in a nonprofit, philanthropic, or mission-driven organization strongly preferred.

Application Process

We welcome candidates of all backgrounds and lived experiences to apply—particularly those who are excited about our vision of a youth-centered, equity-driven Baltimore.

If you don’t meet every qualification but feel aligned with the role and our mission, we encourage you to apply and share how your experience can contribute to BCYF’s work.

Applications will be reviewed on a rolling basis.

BCYF, Inc. is an equal opportunity employer and is committed to building a diverse team that reflects the communities we serve. We strongly encourage applications from Black, Indigenous, and People of Color, women, LGBTQ+ individuals, and candidates from historically underrepresented communities.

Core Competencies: BCYF has identified eight core competencies for all BCYF employees. These competencies are the knowledge, skills, abilities, and behaviors that will align the staff in operationalizing the BCYF values.

• Collaborating and building relationships:  Seeks information and input from other groups or teams when working on projects that will affect others. Willingly shares information with other groups or teams to help others reach their goals. Develops and maintains positive relationships with people in other departments and groups
• Data-Informed action: Speaking with real data, Performance and improvements should be tangible and visible; Take personal responsibility for the success of the group.  Accountability. Seek solutions and continuous improvement
• Demonstrating strategic agility: Ensures organizational, as well as personal objectives are met. Maintains a positive outlook to support the adoption of change and advance progress. Willingly transitions when new methods or systems are implemented. Takes the lead in team improvement and/or setting new business directions.
• Developing the potential of self and others: Looks for opportunities to learn and develop new skills. Searches for stretch assignments for self and/or direct reports. Finds ways to leverage others’ talents and strengths. Takes time to self-reflect and identify areas for self-improvement. When appropriate, provide timely,  direct, and actionable positive and corrective feedback to others.
• Exercising integrity and credibility: Shares information in an honest and direct manner. Is seen as a truthful individual who can and will present the unvarnished truth in an appropriate and helpful way. Always lets people know where they stand. Doesn’t hold back anything that needs to be said. Provides timely, direct, and actionable positive and corrective feedback to others.
• Focus on our service to our stakeholders: Humbly work to support our stakeholders, getting proximate with people, using asset-based approaches to co-create solutions, and prioritizing the experience of our stakeholders.
• Fostering a radically inclusive community: Builds work products and interactions with intention. Examines personal bias and champions and models strategies for inclusion. Approaches conflicts as opportunities for improvement. Listens to understand different perspectives and interests. Builds agreement based on common ground. Able to resolve tough issues and settle disputes equitably.
• Stewarding resources responsibly: BCYF aims to create value and eliminate waste by managing all resources carefully and responsibly.  Determining choice points with resources in alignment with BCYF values. Ethical and efficient use of resources, including financial, human, physical, environment, safety, information, and technology resources.
• Remote Work: Effectively perform their role in a remote with the skills of digital proficiency, digital work and development management, and digital culture.

Equal Opportunity

BCYF is a 501c3 organization. We are firmly committed to complying with all federal, state, and local equal opportunity (“EEO”) laws. BCYF strictly prohibits discrimination against any employee or applicant for employment because of the individual’s race, color, sex, religion, national origin, age, sexual orientation, height or weight, disability, gender identity or expression, medical condition, including acquired immune deficiency syndrome (AIDS) or AIDS-related conditions, marital status, partnership status, genetic predisposition or carrier status, military status, arrest record and any other characteristic protected by law. Accommodations will be made so that qualified disabled applicants may participate in the application process. Please advise in writing of special needs at the time of application. While performing the responsibilities of the job, accommodations will be made to enable people with disabilities to perform the essential functions of the job.

Salary Description

$85,000