Baltimore Office of Promotion & the Arts
Executive Assistant to CEO and CFO Position
The mission of Baltimore Office for Promotion & The Arts (BOPA) is to address the needs of the arts community through arts and cultural activities, advocacy and support; create pride by promoting Baltimore to Baltimoreans; and, to use the arts and events marketing tools to promote Baltimore’s assets locally, regionally and nationally. BOPA produces festivals, special events, and promotions for Baltimore City and develops and administers funds, grant programs and community workshops. In addition, BOPA manages several historic attractions and sites in the Baltimore area. Facilities include School 33 Art Center, The Cloisters, the Bromo Seltzer Arts Tower and the Top of the World Observation Level in the World Trade Center.
The Executive Assistant to Chief Executive Officer and Chief Financial Officer reports directly to the CEO and CFO at Baltimore Office of Promotions and the Arts, Inc. This position oversees and coordinates the administrative functions for the Chief Executive Officer and the Chief Financial Officer. The Executive Assistant serves as a liaison to BOPA personnel, vendors, government officials and the general public, while assisting with general management within the chief executive’s office.
Essential Duties and Responsibilities
- Coordinates and organizes meetings and materials, maintains communication throughout the organization;
- Responsible for recording and transcribing meeting minutes;
- Screens and responds to communications from vendors, government officials, facility management, and the general public;
- Examines, develops, and implements approved office policies, procedures, and forms as directed by the CEO and CFO;
- Drafts and prepares correspondence, proofreads records and/or forms, locates and compiles information and formats reports, graphs, tables, records, and other sources of information;
- Composes, proofreads and edits documents and coordinates the development of presentations;
- Maintains the CEO and CFO’s primary contact list;
- Manages mailings following an established list and procedure;
- Uses various software applications, such as spreadsheets, and graphics packages to assemble, manipulate and/or format data and/or reports;
- Maintains the CEO’s calendar by scheduling appointments and meeting space via Outlook;
- Assists with preparation and organization of meeting materials;
- Assembles and categorizes facts and figures for written computation and calculations;
- Extensive use of Microsoft Office Suite to access e-mail and calendar, create and maintain databases, spreadsheets, documents, etc.;
- Processes forms, maintains senior management level files, sorts and files correspondence and documents;
- Develops and maintains the electronic and paper filing systems for the CEO.
- Maintains, sorts and files correspondence by established classifications; removes and returns materials from files;
- Answers telephone, relays calls or conveys messages; and
- Performs other duties and tasks as assigned.
- Responsible for gathering internal communications information and partnering with the marketing and PR team to write and edit content for the company’s internal e-newsletter; and
- May provide support / guidance / colleague training to new staff members.
- Ensures confidentiality
- Understands the need for discretion
- Common Sense
- Solid work ethic
- Excellent multitasking skills
- Detail oriented
- Technology proficient
- Ability to be self-directed, working independently, and as a team member
- Demonstrates proactive approach and exhibits strong follow through and follow up skills
- Anticipates corporate needs and is a forward thinking strategist
- Promotes a positive solution oriented culture
- Excels in an ever-changing environment
- Searches for opportunities to learn, grow and develop on a personal and professional level. Uses newly learned skills, techniques and knowledge to enhance their role
- Enjoys and takes pride in taking thoughts and ideas from conception to completion
- Bachelor’s Degree
- Two to five years of experience in an executive/administrative assistant capacity; experience in a service oriented business environment preferred;
- Strong verbal and written communication skills;
- Strong organizational skills with the ability to multi-task in a fast-paced changing environment exhibiting the ability to meet required deadlines;
- Strong technological skills with working knowledge of Microsoft Office suite, InDesign, Photoshop, and other creative computer programs a plus; and
- Graphic Design skills a plus
Email cover letter and resume (with applicant’s name and job title in subject line) as one pdf document to BOPA Department of Human Resources via email. No phone calls please.
The Baltimore Office of Promotion & The Arts, Inc. is an Equal Opportunity Employer. We strive to mirror the rich diversity of Baltimore City in our staffing and programming while emphasizing cultural equity. Cultural equity embodies the values, policies, and practices that ensure that all people-including but not limited to those who have been historically underrepresented based on race/ethnicity, age, ability, sexual orientation, gender, socioeconomic status, geography, citizenship status, or religion-are represented in the development of arts policy; the support of artists; the nurturing of accessible, thriving venues for expression; and the fair distribution of programmatic, financial, and informational resources.
Job Type: Full-time