We are looking to fill an Executive Assistant/Event Support position in our Baltimore, MD market. This position will be responsible for providing high level administrative support to the leadership team as well as administrative and logistical support for the Go Red for Women campaign.
Office Manager/Executive Assistant Duties:
- calendar management, preparation for meetings, and travel coordination for field office leadership;
- preparing confidential correspondence, maintaining files and being responsible for the office and clerical systems;
- maintaining donor, volunteer and sponsor information;
- handling logistics for internal and external meetings and conferences;
- working independently and within a team on special nonrecurring and ongoing projects;
- serving as project manager for special projects, which may include: planning and coordinating multiple presentations and disseminating information.
- planning and preparing weekly, periodic and special reports.
Event Logistics:
- coordinating event materials (invitations, brochures, tribute journals, gift bags);
- preparing attendee list and tracking registration;
- working with vendors;
- obtaining required permits;
- attending assigned events to help with set-up and tear down;
- acting as contact person at event site on event day;
- working as part of a team to ensure all event related items are completed in a timely manner.
Administrative and data management:
- data entry into event management systems;
- processing invoices and payments;
- preparing correspondence and spreadsheets,
- informational materials and reports;
- supporting fundraising directors in meetings and at events as needed, (meeting minutes, administrative support);
- provide administrative support to event committees including meeting minutes and administrative support.
In this role, you will report to the Executive Director for Maryland and will be based in our Baltimore office.
If you would like to join our team and be a “ Relentless force for a world of longer, healthier lives ”, review the preferred skills and experience we are looking for below: ( Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.)
- advanced skills in Word, Outlook, Excel and PowerPoint are required;
- you will need 2 years of experience preparing budget information, processing invoices, and calculating expenses;
- having strong database management experience will be needed in this role;
- able to work in a dynamic, time sensitive environment;
- able to prioritize and organize a heavy workload with minimal supervision;
- you possess excellent problem solving, communication and customer service skills;
- you are able to convey a positive and professional image;
- ability to compose correspondence in a professional and visually appealing manner;
- ability to travel to events and meetings as needed;
- willingness to work outside of standard hours as needed, with some evenings and weekends as required.
To help you be successful you will have access to our award-winning learning platform the Heart U as well as various other training and support mechanisms locally and through our National Center.
Attracting hardworking, committed employees means offering a competitive benefits package, ongoing professional development and training, and a diverse and inclusive environment in which to work and grow. And we do. Our Rewards & Benefits package not only gives you the total benefits you want, but also goes above and beyond with creative programs to develop your skills – helping you grow and thrive.