Senior Executive Assistant​/Business Manager

Overview

Senior Executive Assistant/Business Manager provides essential administrative and operational coordination for a growing non-profit senior care association. SEA/BM is responsible for the day-to-day management of the President & CEO and staff schedules and priorities, and board-level administrative support. SEA/BM also is responsible for employee lifecycle, office infrastructure, and basic information technology needs of the association. SEA/BM should be a highly organized, detail-oriented professional who excels at multitasking and maintaining the efficient “behind-the-scenes” functions of a busy professional office.

• Meeting Coordination:
  Organizes virtual and in-person meetings for the President & CEO; manages calendars and prepares necessary materials.
• Board Liaison:
  Provides administrative support for and communication with the Board(s) of Directors, including preparing quarterly meeting materials and official minutes.
• Event Planning:
  Coordinates logistics for the annual two-day off-site Board retreat, and assists with hospitality needs for board meetings and organization-wide events.
• Recognition Programs:
  Oversees ordering and distribution of awards and trophies.

• Employee Lifecycle:
  Administers the full recruitment process, including posting jobs, screening candidates, and facilitating a smooth onboarding experience.
• Benefits Administration:
  Acts as the primary point of contact for staff benefits; assists with enrollment, process renewals, and answers employee questions regarding healthcare and retirement plans.
• Compliance & Records:
  Maintains accurate personnel files and ensures office-wide adherence to federal/state labor laws and OSHA safety standards.

• Facility Operations:
  Manages the day-to-day appearance and function of the office suite; coordinates with landlord on staff notifications, and vendors for utilities, communications, and equipment maintenance.
• Technical Support:
  Oversees the office’s general information systems, including cybersecurity, email accounts and telecommunications.
• Procurement:
  Monitors and orders general office supplies, business cards, and other essential corporate materials.

• Experience:
  
  At least 5 years of progressively responsible experience in executive assistant or similar role, with office operations background, ideally within a non-profit or professional association.
• Technical
  
  Skills:
  
  Proficiency in MS Office (Excel, Word, PowerPoint) and functional knowledge of Zoom, Survey Monkey, Constant Contact, and Canva.
• Communication:
  Strong writing and verbal skills with a focus on professional correspondence and relationship development. Demonstrated proficiency in high level executive communication and management of sensitive information.
• Attributes:
  Exceptional interpersonal skills, organizational skills, the ability to handle confidential information with discretion, and a proactive approach to problem-solving.

• Salary:
  Competitive, based on Maryland market standards for Senior Executive Assistants and Business Managers.
• Benefits: 401(k), health/dental/vision insurance, Life & AD&D, LTD, generous PTO, and flexible work schedules.