EXECUTIVE ASSISTANT Job at Kennedy Krieger Institute in Baltimore

Overview:

The Executive Assistant I will provide executive/administrative support to department leadership (including Vice Presidents and Assistant Vice Presidents) and will assist with scheduling, production of materials such as presentations, and logistical support to the Kennedy Krieger Foundation board of directors. This position will also serve as backup to other administrative staff, and will be cross-trained on timekeeping and expense management to provide these functions as needed. The incumbent will interface with the public and internally with other departments and programs.

Responsibilities:

1. Provide direct project and administrative support to the Vice Presidents and Assistant Vice Presidents of Philanthropy. This will include, but not be limited to, assisting with special projects; attending meetings; taking and disseminating minutes; maintaining leadership schedules; and coordinating all internal and external meetings, teleconferences, appointments for department leadership.
2. Plan, coordinate and schedule meetings, events, and tours with internal and external constituents.
3. Produce, review, and edit written materials (e.g., correspondence, presentations, reports, charts, etc.) for donors, prospects, and a variety of other audiences.
4. Provide administrative support to the Kennedy Krieger Foundation board of directors, including taking meeting minutes, distributing information, and coordinating meetings.
5. Provide support for virtual and on-site donor events, including coordination of RSVPs, attendee lists, and name tags.
6. Provide assistance with sorting, editing, and performing mail merges of mailing lists and lists of prospects/donors.
7. Assist with the maintenance and entry of notes and other data into Raisers Edge NXT and other relevant databases as needed, including donor actions and removal requests.
8. Serve as backup to the departmental timekeeper for the Office of Philanthropy by entering, adjusting, and approving entries in the payroll system when needed due to the timekeepers absence.
9. Serve as backup for expense management. Prepare and process check requisitions and reimbursements for the Office of Philanthropy as needed.
10. Perform routine administrative functions in collaboration with other administrative staff, including, but not limited to, greeting visitors, monitoring the departmental voicemail and general e-mail box, and relaying information in an accurate and timely fashion.
11. Assist the Special Events team in managing event participants in DonorDrive (online fundraising platform).
12. Coordinate virtual meetings, including set-up and dissemination of meeting invites and information, assistance with launching hybrid meetings and virtual presentations, and seeking tech support for A/V set up in the conference room as needed.

Qualifications:

EDUCATION:
High School diploma or GED required.
Bachelors degree is preferred.

EXPERIENCE:
Minimum four years of previous administrative support experience required, preferably in an executive, hospital, or academic environment.

Benefits:

We require full COVID vaccination or documentation of medical and/or religious exemption(s) approval for this job as we are a?healthcare?institution committed to putting health and safety first for our patients, students, employees, and the communities we serve.

Kennedy Krieger Institute offers excellent benefits including medical, dental, vision, 401K with match, tuition reimbursement, free parking and child care subsidies! In addition, we offer rich professional development opportunities.