Executive Office Manager

Salary: $60,000 per year

Catholic Charities of Baltimore is seeking an Executive Office Manager to report to the Executive Director and to support the executive leadership team and assists in leveraging external and internal relationships with Board of Trustee members and other stakeholders, through strong communication & planning. This position supports Board Member onboarding, training, and ongoing engagement, and helps execute consistent engagement opportunities for the Executive Director with funders, donors, volunteers, and other stakeholders.

This role blends advanced project management expertise with the professionalism, discretion, and service mindset of an executive assistant.

Salary: $60,000 per year

Catholic Charities of Baltimore is seeking an Executive Office Manager to report to the Executive Director and to support the executive leadership team and assists in leveraging external and internal relationships with Board of Trustee members and other stakeholders, through strong communication & planning. This position supports Board Member onboarding, training, and ongoing engagement, and helps execute consistent engagement opportunities for the Executive Director with funders, donors, volunteers, and other stakeholders.

This role blends advanced project management expertise with the professionalism, discretion, and service mindset of an executive assistant.

The work schedule is Monday to Friday 8 AM - 4 PM.

• Handles executive assistant tasks for the Executive Director and Chief Operating Officer, including calendar management, expense reporting, phone calls, planning for meeting room set-up and clean-up, food, and audio-visual needs for meetings, and handles other administrative duties as needed.
• Plans and coordinates all board meetings, retreats, and committee meetings, including agenda development, materials, logistics, and minutes.
• Ensures timely distribution of board meeting materials and executive updates by updating the meeting and member management software.
• Onboards and trains Board Members on use of the meeting and member management software; trains internal agency staff on member management system for committees they support. Maintains Board of Trustees files and ensures timely and compliant onboarding requirements for new board members are met.
• Organizes and plans for consistent engagement of the Executive Director with key donors and stakeholders, including planning and executing an annual calendar. Executes consistent follow-up either in addition to or on behalf of the Executive Director for key events, meetings, calls, etc.
• Strategically plans and organizes Board of Trustees engagement activities to ensure Board Members and key stakeholders are involved on a regular basis with information and events within the Agency, including scheduling volunteer opportunities, conducting tours, identifying, and scheduling enrichment activities.
• Works with the Chief Development Officer to efficiently assist the Executive Director with developing and organizing a portfolio of clients for regular, consistent, and appropriate communications. Coordinates closely with the Chief Development Officer to schedule client meetings and to ensure appropriate follow-up by Development officers on asks, gifts, etc.
• Assists with correspondence and coordinates other staff to ensure Executive Director receives accurate, timely briefing materials and is fully prepared for meetings and events.
• Creates agendas and records and distributes accurate minutes for internal and external meetings to document decisions, responsibilities, and follow-up actions.
• Coordinates meetings and other direct engagement opportunities between the Executive Director and Board of Trustee members to support timely communication and effective board relationships.
• May help manage projects, events, or strategic initiatives by organizing timelines, resources, communications, and follow-up to support successful and timely completion.
• Performs other duties as assigned.

• Bachelor’s degree in business administration, communications, nonprofit management, or a related field, or an equivalent combination of education, training, and relevant experience.
• Three (3) years working as an Executive Assistant, or with equivalent responsibilities, working closely with senior-level executives.
• Demonstrated experience supporting senior-level leaders; exercising sound judgment and discretion; coordinating…