Executive Assistant to the Executive Director and Chief of Staff - Jubilee Association of Maryland

Title:                                Executive Assistant
Supervised by:              Executive Director and Chief of Staff
Classification:                Full Time, Salaried, Exempt 
Starting Pay:                   $72,000 Annual Salary

Position Summary. The Executive Assistant provides communications and administrative support to Jubilee’s Executive Director and Chief of Staff. Strong writing, good judgment, empathy, and attentiveness to detail are central to this role. Regular duties include support for activities of Jubilee’s Executive Team and Boards of Directors, logistical support for meetings, and interacting with staff, clients, families, supporters, and other constituents on matters related to the Executive Director’s and Chief of Staff’s work.  
 
Responsibilities  

• Collaborate with Executive Director and Chief of Staff in managing their email inboxes, calendars, to-do lists, and files.  
• Anticipate and proactively identify tasks and projects that can be completed by the Executive Assistant or delegated to other staff to keep the Executive Director and Chief of Staff focused on matters that need their attention. Suggest ways to enhance efficiency or quality of work and implement when appropriate.  
• Create and maintain systems and procedures to ensure effective implementation of the Executive Director’s and Chief of Staff’s initiatives.  
• Coordinate logistics for meetings with constituents, including booking internal and external meeting spaces, sending calendar invitations, preparing meeting materials, performing room and A/V set-up, arranging refreshments, taking minutes, tracking action items, and completing any related filing. The Executive Assistant is responsible for coordinating logistics for Board of Directors, Executive Team, Management Team, Agency-Wide, and Family Council, Inter-ACC/DD Affordable Housing Committee, and other meetings.  
• Support the Executive Director in donor cultivation activities, including scheduling meetings and tracking constituent interactions in Jubilee’s donor database (Bloomerang).  
• Support the Chief of Staff in government advocacy efforts, including scheduling meetings, tracking constituent interactions and related expenses, and assisting with any follow-up tasks. 
• Support strategic plan implementation tracking and reporting.  
• Complete conference registration and travel arrangements. 
• Monitor the departmental budget. Complete expense reports for the Executive Director and Chief of Staff. Review expense reports from their direct reports.  
• Draft and/or proofread communications on behalf of the Executive Director and Chief of Staff. Writing should be attentive to the audience and in tune with Jubilee’s core values, human narrative, and strategic direction.   
• Assist Chief of Staff with formatting and organizing agency policies and procedures. 
• Maintain confidentiality and exercise discretion regarding personnel and client information. 
• Be a team player across the organization.  
• Other duties as assigned.  

 
Qualifications  

• Associate’s degree required, Bachelor’s degree preferred.  
• Minimum of 5 years of relevant professional experience.   
• Advanced written and verbal communication and interpersonal skills.  
• Advanced reasoning abilities and good judgment.  
• Excellent organizational skills and attention to detail.  
• Very strong technology skills to effectively use Outlook, Word, PowerPoint, Excel, Acrobat, Monday.com, databases, and audio-visual equipment.  
• Desire to work with and learn from people who have intellectual disabilities.  

 
In-Person Work. This position requires working from Jubilee’s Kensington office daily during business hours. Occasional remote work is permitted in consultation with the Executive Director and Chief of Staff. Some evening and weekend work is required for Board of Directors meetings and special events.  
 
Compensation and Benefits.  $72,000 and competitive benefits including four weeks' vacation, health/dental/life/disability, student loan assistance, paid parental leave, retirement, $1000 annual staff development fund, periodic reimbursement of vacation expenses, and much more.  
 
All employees must be fully vaccinated before starting work.   
 
About Jubilee. Jubilee Association of Maryland is a faith-based nonprofit that provides opportunities and support for adults with intellectual and other developmental disabilities to live in and enrich their community while fulfilling their personal, family, social, and spiritual needs. Jubilee was started by Hyattsville Mennonite Church in 1978 as part of the movement to bring people with intellectual disabilities out of segregated institutions and into the community. Since then, Jubilee has grown to be a leader in person-centered disability services. We currently support more than 180 people who are included in their communities across Montgomery County, Maryland. The organization has a staff of over 400 and an annual budget of more than $30 million. Through partnerships, innovation, and attentive care, Jubilee is a leader in providing the highest quality services and helping its clients demonstrate the power of inclusion. Learn more at www.jubileemd.org. 
 
Jubilee Association of Maryland is an equal opportunity employer that values a diverse workforce. We are committed to equal employment opportunity regardless of race, color, national origin, citizenship, sex, gender identity, sexual orientation, marital status, age, disability, physical characteristics, veteran status, or religion. 

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