Executive Assistant

Volunteers of America Chesapeake & Carolinas empowers self-reliance and inspires hope. As a church without walls, we do this through personalized housing, ministry, health, and human services that benefit vulnerable individuals, their families and the community. Founded in 1896 in Baltimore, MD by social reformers, Ballington and Maud Booth, we were one of the first of over 30 affiliates of Volunteers of America one of the nations largest and most comprehensive human services organizations.

Our founders envisioned a movement dedicated to reaching and uplifting the American people. On behalf of the organization, the Booths pledged to go wherever we are needed, and do whatever comes to hand. Their declaration continues to guide Volunteers of America's impact on Helping Americas most vulnerable.

Through a dedicated and committed team of more than 850 employees and thousands of volunteers, we provide critical care, support services and hope to thousands of people each year throughout Virginia, Maryland, the District of Columbia and the Carolinas. We firmly believe our employees drive the success of the organization. Through our diversity, equity and inclusion efforts, we endeavor to attract, engage and retain qualified, diverse, compassionate individuals to join our journey and experience a work environment that offers challenging, stimulating and financially rewarding opportunities.

The Executive Assistant will assist the Vice President of Maryland Programs and the Director of Operations by providing high-level office support. S/he performs diverse, highly responsible, complex, and non-supervised functions that require recurring contact with Executive and Senior Leadership Team members. Coordinate a wide variety of ongoing meetings including logistics, preparation of the agenda, distribution of meeting materials, and accurate and timely meeting minutes. S/he will utilize impeccable prioritization skills to be able to catch potential conflicts and stay ahead of a complex changing calendars and/or Team initiatives. S/he must exercise superb initiative and independent judgment in managing daily office activities.

RESPONSIBILITIES

Administrative

1. Organize meetings, extensive calendaring, organize and book all travel arrangements, travel expense reporting, assist with logistics for major team meetings and activities.
2. Perform primary contact and establish rapport with clients, visitors, and individuals going in and out of the office on a daily basis, assessing needs and purpose of clients and directing them to the proper sources in order to address their concerns.
3. Receive and direct telephone calls and at times manage email; ensure relay of conversations and pertinent messages are accurate, clear, and confidential.
4. Maintain the executive calendar
5. Provide day to day administrative support.
6. Examine invoices and prepares check requests for timely payment.
7. Perform other duties as assigned.

EFFECT ON END RESULT

1. Senior Leadership Team interactions will be highly organized and well coordinated to ensure optimum use of time.
2. The Vice President/DOO and other Senior Leadership Team members will spend more of their working day addressing difficult challenges and adding maximum value to the organization as much of daily operational/administrative tasks will be effectively handled.

All offsite planning sessions will be mainly focused on accomplishing its objectives as all administrative planning work will be effectively executed to the minutest detail.

OTHER DUTIES

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. Duties, responsibilities and activities may change at any time with or without notice.

REQUIREMENTS

• Associate Degree/ Bachelor's Degree in Business Management or a related field or at least 5 years experience with demonstrable results as an Executive Assistant.
• Position requires sophisticated organizational and administrative skills, a team-centered approach, judgment, tact and poise.
• Excellent interpersonal skills. Duties are highly confidential.
• Experience with MS Office (Word, Excel, Outlook, PowerPoint).
• Excellent written and verbal communication skills.
• Proven ability to for conflict resolutions
• Bilingual in any language a plus.

PHYSICAL REQUIREMENTS

The physical requirements described below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

• The ability to safely operate a motor vehicle to transport oneself, consumers, and program supplies as necessary.
• The physical ability to travel to assigned locations, stand, stoop, bend, reach, pull, push, lift, grasp, climb, talk, see, hear and perform basic and light home maintenance activities, and operate office equipment.
• Move and lift light objects up to 30 pounds such as mail, supplies, files, and equipment.
• Operating office equipment requiring continuous or repetitive hand/arm movements.
• The ability to remain in a sitting position for extended periods of time