Executive Assistant

Robert Half - Baltimore, MD

Full-time - Mid Level

Baltimore, MD

Administrative and Support Services

About the position

Robert Half is seeking an Executive Assistant to provide high-level administrative support to a team of Directors in downtown Baltimore, MD. This direct-hire position requires a proactive individual who can manage multiple tasks efficiently and effectively. The Executive Assistant will be responsible for managing schedules and calendars, organizing meetings, and handling correspondence to ensure smooth operations within the team. In this role, the Executive Assistant will also handle travel arrangements and prepare expense reports, ensuring that all travel logistics are organized and documented accurately. The position involves coordinating and preparing materials for presentations and reports, which requires a keen eye for detail and the ability to synthesize information effectively. The Executive Assistant will attend meetings, take minutes, and distribute them to attendees, ensuring that all relevant parties are informed and aligned. Additionally, the Executive Assistant will assist in the preparation of sales forecasts and other financial documents, facilitating communication between the manager and the team to ensure a smooth workflow and effective information dissemination. Maintaining and organizing confidential files and records is a critical aspect of this role, as is collaborating with other Executive Admins and Event Coordinators as needed. The Executive Assistant will also assist with various projects and perform other administrative duties as assigned, showcasing their versatility and commitment to supporting the team.

Responsibilities

• Provide high-level administrative support to the team, including managing schedules/calendars, organizing meetings, and handling correspondence.
• Handle travel arrangements and expense reports.
• Coordinate and prepare materials for presentations and reports.
• Attend meetings, take meeting minutes, and distribute to attendees.
• Assist in the preparation of sales forecasts and other financial documents.
• Facilitate communication between manager and the team, ensuring smooth workflow and information dissemination.
• Maintain and organize confidential files and records.
• Collaborate with other Executive Admins and Event Coords as needed.
• Assist with projects and perform other administrative duties as assigned.

Requirements

• Must have a minimum of 3+ years of experience as an Executive Assistant
• Proficiency in MS Outlook, MS PowerPoint, MS Word, and MS Excel is required
• Demonstrated ability to coordinate meetings efficiently
• Experience in preparing presentations for executive levels
• Proven ability to manage special projects with attention to detail
• Ability to handle travel arrangements and scheduling appointments effectively
• Experience in managing expense reports is necessary
• Familiarity with conference room setup and cleanup is required
• Demonstrated ability in calendar management
• Strong organizational skills and ability to prioritize tasks effectively
• Excellent communication skills, both written and verbal
• Ability to maintain confidentiality and handle sensitive information with discretion

Benefits

• Medical insurance
• Vision insurance
• Dental insurance
• Life insurance
• Disability insurance
• 401(k) plan