Executive Assistant

The Black Mental Health Alliance for Education and Consultation, Inc. (BMHA) was founded on December 9, 1983, and received its Articles of Incorporation on January 1, 1984. BMHA is a private non-profit 501(c)3 organization that provides training, consultation, support groups, resource referral, public information, and educational resources regarding mental health and mental illness issues.

The primary mission of the Black Mental Health Alliance for Education and Consultation, Inc. is to promote a holistic, culturally relevant approach to the development and maintenance of optimal mental health programs and services for African Americans and other people of color.

The Executive Assistant (EA) will be under the supervision of the Executive Director (ED) of the Black Mental Health Alliance for Education and Consultation, Inc. (BMHA). This position will coordinate and perform the administrative duties for the Executive Director and program staff, act as a liaison between staff and internal/external institutions and community organizations, provide confidential secretarial support, arrange conference and travel logistics, assist with events/project activities and maintain a high level of customer service excellence and detail orientation. The successful candidate will possess a high degree of self-direction, professionalism and initiative, and be able to use independent judgment to effectively manage the daily administrative affairs of the office, adapt to rapidly changing circumstances, and follow through to complete projects and assignments.

Must be able to work flexible hours including evenings to support various events. You will work on-site at our office in Baltimore, MD. There will be a future opportunity for the successful candidate to work a hybrid schedule.

ESSENTIAL FUNCTIONS

General Administration

Conduct day-to-day administrative activities. Provide confidential secretarial support. Accurately prepare and distribute correspondence or materials. Respond to diverse stakeholders with an appropriate sense of urgency. Maintain and seek to continually enhance appropriate filing system. Copy materials and send/receive facsimiles as requested. Schedule conference rooms and computer/AV equipment. Act as receptionist for office and maintain regular schedule to provide adequate customer service during business hours. Maintain office organization, appearance, and basic cleanliness of common areas. Oversee office operations, ensures equipment, materials, and space are used efficiently and effectively. Maintain the policies and procedures desk manual. Read and process incoming correspondence, determine proper action, determine if mail needs further research and request additional information as needed. Research, analyze, and summarize information and source materials for reports independently and communicates findings orally and in writing. Assist with compiling and developing the annual budget, quarterly and monthly report. Perform other (BMHA grant related, BMHA general support, Support to the ED) duties as required and/or assigned.

Meeting/Conference Support

Coordinate meeting/event logistics. For in person meetings the EA will host/lead in various locations by coordinating travel arrangements of meeting participants and hotel, meeting room, and catering logistics. For teleconferencing the EA will coordinate participants schedules to schedule the meeting, and send teleconferencing logistic information. Manage ED's calendar by scheduling requests for meeting; coordinating meetings with community stakeholders, senior managers/executives, external constituents or staff; ensure travel and desk time in between appointments and meetings. Assures that the ED is fully briefed before meetings on matters to be considered. Attend and participate in meetings; take notes and file appropriately. Plan, manage and oversee BMHA events in conjunction with ED and staff.

HR Coordination

Work closely with Executive Director to ensure a smooth onboarding process for new BMHA team members. Post and manage new job requisitions and incoming applications. Anticipates the ED's course action when absent and facilitates problem resolution. Interprets administrative decisions and policies to other staff and transmits directions and instructions based on authority delegated by the ED.

Travel Arrangements

Anticipate needs for travel and conferences. Make all travel arrangements, monitor changes, and independently perform required administrative follow-up and recordkeeping.

Document Management

Coordinate and organize project and/or meeting binders in paper and electronic forms, including duplication and mailings. Includes updating and managing the Executive Director’s CV and similar documents.

To be successful in this role, you must possess the skills and qualifications outlined below.

Skills & Qualifications:

● High School Diploma or equivalent. A.A. Degree preferred.

● A minimum of two years of general office or secretarial experience; or an equivalent combination of training and experience.

● Demonstrated ability to work productively independently and as part of a team.

● Excellent time management skills and experience managing multiple projects/tasks with conflicting deadlines.

● Must have well developed organizational skills, advanced communication skills, and excellent problem-solving skills.

● Must be able to maintain confidentiality.

● Analytical thinking skills with an ability to conduct research, gather information, make informed decisions, and solve problems.

● Proficiency with the use of Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and Adobe Acrobat Pro.

● Must be comfortable working with deadlines and under pressure.

● Must be comfortable working with a variety of communication styles and manage the executive’s busy and ever-changing calendar.

● Flexibility to deal with multiple projects and priorities effectively and flexible in terms of hours of work, as required.

● Ability to remain tactful and professional during busy periods and during stressful situations.

● Ability to communicate effectively both orally and in writing.

● Ability to work both independently and as a team member.

● Excellent organizational skills with demonstrated ability to multitask effectively and to prioritize new and on-going projects.

● Ability to create quality presentations and reports utilizing appropriate media.

Computer Skills

● Email Systems

● File-Sharing Systems

● Logistics

● Database Management

● Calendar Management

● Familiarity with Google Apps

If you thrive in a fast paced, energetic, and enthusiastic environment, come join the BMHA Family!

BMHA offers benefits and paid holidays.

BMHA is an Equal Opportunity Employer