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Executive Assistant

The Executive Assistant will report directly to the CEO of the organization. This position is responsible for managing organizational communications and engagements on behalf of the CEO and with key stakeholders, donors, board members, and senior leadership. The Executive Assistant will be responsible for day-to-day details, including maintaining the CEO’s calendar, managing Board and Board Committee meetings, taking minutes, and managing preparation of organizational and monthly reviews. The position will work closely with the Vice President of Development, Senior Leadership Team and Executive/Advisory Boards.

Salary Range: $50,000 - $60,000
Location Requirement:  Baltimore, Md.
Start Date: Oct/Nov 2022

What you’ll do:
Executive Assistant to the CEO (75%):

Executive Support
  • Strategic calendar management including planning and coordinating
  • Provides a bridge for smooth communication between the CEO and internal and external parties
  • Prepare deliverables, including drafting letters, meeting agendas and minutes, correspondence, emails, and other tasks that facilitate CEO’s ability to effectively lead the organization
  • Facilitates cross-team coordination of CEO projects and assignments and organizational review
  • Provide management for on and off-site meetings, including tech support, supplies, food and beverage, etc
  • Prioritize conflicting needs; handles matters expeditiously, proactively, and follows-through on projects to successful completion, often with deadline pressures
  • Support as needed with national fundraising relationships - meetings prep (templates and expectations set by CEO)
  • Keep CEO up-to-date on:
  • City engagement within start-up ecosystems/conference/events
  • White papers on entrepreneurship and start-ups and local economic development

Field Support
  • Manage all logistics for CEO city visits (travel, hotel, transportation), including prep meetings with City Directors
  • Manage City Director’s planning of key stakeholder engagement and calendar management of visits
  • Attend key Baltimore stakeholder events in place of CEO if not in attendance
  • Keep CEO abreast of key happenings, monthly, in VFA cities

Board Support and Liaison
  • Serve as the CEO’s administrative liaison to the VFA Board
  • Maintain discretion and confidentiality in relationships with all board members
  • Adhere to compliance with applicable rules and regulations set forth in the bylaws regarding board and committee matters, including advance distribution of materials
  • Manage administrative board communications, meeting preparation, and recordkeeping
  • Coordinate Board recognition activities including birthdays and special occasions
  • Liaison to the Governance Committee

Development (15%):
So much of the CEO’s work revolves around cultivating new donors and strategic partnerships for the organization that a dotted line to the Vice President of Development is natural. This development work is geared towards making the CEO and the organization more efficient and effective.

  • Manage fundraising processes in support of growing VFA's existing $5MM+ national and regional donor portfolio, including corporate partners and foundations:
  • Support Development team in maintaining an organized system for storing grant-related documentation across all relevant platforms
  • Provide support and supporting documentation to team members working on grants as necessary; executive signature - sign off
  • Manage and execute timely gift acknowledgement program for donors at all levels
  • Support for all fundraising events, programs and initiatives, including drafting related communications materials. Complete all fundraising data entry, ensuring both data hygiene and data integrity:
  • Complete monthly reconciliation between Salesforce and Quickbooks
  • Serve as critical liaison between fundraising and finance teams, providing data updates and clear reporting back to leadership of both teams
  • Serve as part of the database migration team

Fellow Recruitment & Selection and Other Internal Projects (10%)
In addition to the responsibilities unique to the Executive Assistant described above, all VFA team members devote a portion of their time to supporting strategic efforts across our teams that advance the organization. Activities include but are not limited to:
  • ​​Evaluating written Fellowship applications, conducting candidate interviews, and traveling for and facilitating Selection Days (our final all-day interviewing event)
  • Supporting VFA’s Diversity, Equity, and Inclusion initiatives, as is expected of all team members
  • Attending local Fellow and stakeholder events coordinated by Community Directors as a part of broader team engagement and to deepen understanding of our work and impact
  • Taking part in additional organizational initiatives, priorities, and responsibilities, as needed

You have/are:
  • At least 2-3 years of administrative experience providing high-level administrative support to C-level executives
  • Positive attitude and humble service-oriented approach
  • Excellent written and verbal communication skills, with an ability to draft/proofread high-quality documents
  • Highly independent, organized, reliable, and able to balance multiple priorities to meet deadlines
  • Ability to work in a collaborative team environment across multiple programs and departments
  • Demonstrated ability to work with confidential information in a trustworthy and reliable manner
  • Ability to work without close supervision and to follow verbal and written instructions
  • Must use tact and courtesy in dealing with team members, donors, and volunteers.
  • Must possess the ability to communicate effectively with all levels of management, team members, outside contacts and members of the Board
  • Experience and knowledge with Salesforce, Google Sheets, Microsoft Excel, Slack, and Asana (preferred)
  • Experience with or knowledge of start-ups or economic development a plus!

The good stuff:
  • As a growing nonprofit organization, VFA prides itself in being able to provide opportunities for growth and development
  • You’ll participate in a robust performance management system that will support in annual personal and professional goal setting
  • You’ll earn a competitive salary, commensurate with experience
  • We offer inclusive benefit packages with VFA covering majority employee premiums in medical, dental and vision with FSA and HSA eligibility, wellness and professional development stipends
  • We have a generous vacation policy, plenty of paid holidays, expansive parental leave policy and a remote work environment
  • VFA is a dynamic mission-driven environment with varied responsibilities and a different challenge each day (we mean it – always plenty of interesting problems to work on!)
  • You’ll work alongside an inclusive team of exceptionally motivated, high-caliber people

Work Demands:
  • Working with colleagues across the country leveraging remote technologies
  • Occasional nights and weekends as necessary for programming implementation and networking
  • Travel to VFA cities to lead or participate in VFA Programing including: occasional Selection Day participation (~2 days per trip, up to 3 times per year); occasional team retreats (dates and duration vary); occasional nights and weekends as necessary
  • Staff members work remotely from a home office and collaborate with colleagues working remotely in each of our 13 cities. We provide a $750 tech stipend (renewed every three years) , a monthly $25 internet and $50 phone stipend to support staff members' technology needs in their home offices