Senior Executive Assistant/Business Manager

Job 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 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.

Responsibilities

• Core Responsibilities

Administrative & Board Support:

• 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.

Human Resources Coordination:

• 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.

Office & Systems Management:

• 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.

Skills

• 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, SurveyMonkey, 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.

Pay: $50,000.00 - $65,000.00 per year

Benefits:

• 401(k)
• Dental insurance
• Flexible schedule
• Health insurance
• Health savings account
• Life insurance
• Paid time off
• Vision insurance

Language:

• English (Required)

Ability to Commute:

• Columbia, MD 21046 (Required)

Work Location: Hybrid remote in Columbia, MD 21046