Job Details

JOB POSTING Executive Assistant

Organization: The Harry and Jeanette Weinberg Foundation

Location: Owings Mills, Maryland (Hybrid)

Reporting Relationship: Vice President, Strategy and Communications

Website: www.hjweinberg.org

The Harry and Jeanette Weinberg Foundation strives to fight poverty and build strong, vibrant communities where everyone can thrive. Collaborating closely with both the Jewish and general community, the Foundation provides grants to nonprofits in the United States andIsrael that equip people to secure safe and affordable housing; lead healthy lives; obtain and keep good jobs; engage in high-quality educational and developmental opportunities; and, later in life, remain independent and age with dignity. These efforts primarily focus on places with ties to the lives and legacies of Harry and Jeanette Weinberg.

The Foundation seeks individuals interested in helping to drive change. If you want to contribute toward advancing our mission, values, and work, we want to hear from you!

Why Choose Weinberg?

• Engage in work that makes a difference: Help support meaningful, lasting efforts to fight poverty and build strong, vibrant communities.
• Collaborate with dedicated colleagues: Work in a supportive environment alongside a passionate and talented team that shares a commitment to community, mission, and excellence - and a sense of humor.
• Join a flexible work environment: Enjoy our hybrid workplace and the flexibility around working remotely and in office.

Position Summary

The executive assistant will provide high-level administrative support to the Foundation's president and CEO, as well as the vice president of strategy and communications. This role will be responsible for optimizing these executives' time by strategically managing calendars, schedules, and priorities; providing support to their teams as needed; and representing the Foundation with professionalism and respect in all interactions with colleagues and external partners. The position will occasionally require after-hours and weekend assistance.

Overall Responsibilities

• Manage schedules and planning across multiple time zones, including maintaining Outlook calendars and contacts and making necessary updates.
• Complete and submit timely expense reports.
• Plan and schedule meetings as requested, including confirming participants, sending reminders and information required prior to meeting, taking and distributing notes or minutes, and covering any post-meeting follow-up as needed.
• Assemble information and materials to help prepare for meetings and presentations, including background research as requested.
• Coordinate pre- and post-meeting activities, working with other staff for room setup and takedown, food, drinks, transportation, and other logistics.
• Coordinate travel arrangements, including accommodations, airport transfers, and local transportation, and assist with developing itineraries.
• Liaise with staff, trustees, and external partners and stakeholders on behalf of these executives, ensuring timely follow-up, professional communication, and alignment with the Foundation's priorities.
• Assist board members with travel arrangements and monthly expense reports.
• Follow up on phone inquiries and respond to mail as directed.
• Help coordinate requests for appearances and participation at events.
• Maintain awareness and understanding of the Foundation's mission and grantmaking.
• Staff front desk as needed.
• Other duties as assigned.

Skills and Qualifications

• Experience and Professional Background: Experience communicating with and supporting C-level executives and board members. Experience in a nonprofit or community-based organization is highly desirable. This role requires being very organized, planning ahead, managing competing priorities effectively, foreseeing issues and potential challenges, proactively communicating and recommending solutions, and having a demonstrated ability to be adaptable, self-directed, and comfortable working in a fast-paced environment. Working on-site two to three days per week in the Foundation's Maryland office is required.
• Technical Skills: Proficiency in Microsoft Office, Teams, Outlook, Zoom, and database software. Experience with Concur and project-management software a plus.
• Initiative and Collaboration: Demonstrated proficiency in working independently, delegating duties, and collaborating effectively. Honesty, integrity, humility, and openness to constructive feedback and continuous improvement.
• Analysis and Communication: Ability to maintain strict confidentiality, handling highly sensitive information with discretion and professionalism. Strong writing and editing skills, with meticulous attention to detail, including fact checking. Ability to serve as an ambassador of the Foundation in all settings with a professional, diplomatic, approachable, and respectful style.
• Values and Approach: Demonstrated alignment with the Foundation's values and guiding principles: respect for the dignity of every individual, as well as care, collaboration, commitment, community, and curiosity in carrying out its work and engaging with colleagues and partners.
• Soft Skills: Emotional intelligence, flexibility, and sense of humor.

Benefits and Salary Range

Compensation for this position includes an annual base pay range of $80,000-$88,000. Additionally, the Foundation offers a generous and comprehensive benefits package that includes vacation and sick leave, health insurance, and a retirement plan with employer contributions.

The Weinberg Foundation is an equal opportunity employer firmly committed to complying with federal, state, and local equal opportunity laws and encourages all qualified applicants to apply.