BALTIMORE OFFICE OF PROMOTION & THE ARTS, INC.
Executive Assistant to the Executive Leadership Team
The mission of Baltimore Office Of 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 the Executive Leadership Team (CEO, COS, CFO, COO) reports directly to the Executive Leadership Team of the Baltimore Office of Promotions & The Arts. This position oversees and coordinates the administrative functions for the Chief Executive Officer, the Chief of Staff, the Chief Financial Officer, and the Chief Operating 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
Provide information/answers to routine inquiries from community groups, representatives of organizations, city agency directors/employees and the general public not requiring the Executive Leadership Teams’ immediate attention to ensure information is disseminated in a timely manner.
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, and procedures as directed by the Executive Leadership Team.
Drafts and prepares correspondence; proofreads records and/or forms; researches and compiles information; 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 COS’ primary contact list.
Manages mailings following established procedures.
Uses various software applications, such as spreadsheets, and graphics packages to assemble, manipulate and/or format data and/or reports.
Maintains the Executive Leadership Teams’ calendars 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.
Process forms, maintain senior management level files, sorts and files correspondence and documents.
Develops and maintains the electronic and paper filing systems for the Executive Leadership Team.
Maintains, sorts and files correspondence by established classifications.
Answers telephone, relays calls or conveys messages.
Performs other duties and tasks as assigned.
Coordinates all staff meals and catering/hospitality for Light City, Artscape and the Baltimore Book Festival, board meetings, etc.
Relieve receptionist of front desk responsibilities resulting in an environment that reflects team work, cross training, and a commitment to providing “Class A” customer service.
Reconcile monthly credit card reports for the COO and festivals department, providing proper account coding and receipts using Tallie.
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.
Provide support, guidance, training to new staff members.
Understands the need for discretion
Solid work ethic
Excellent multitasking skills
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 role.
Enjoys and takes pride in taking thoughts and ideas from conception to completion.
Bachelor’s Degree, preferred.
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.
Experience with other software and web based applications, a plus.
Graphic Design skills, a plus.
Salary range is mid $45K+ with a comprehensive benefits package that includes medical, dental, vision and employer paid Health Savings Account, dental, paid holidays, paid leave, 403B Retirement plan with employer match, free parking (subject to availability) or monthly transit pass and more.
Email cover letter and resume (with applicant’s name and the job title in subject line) as one pdf document to: email@example.com. 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.
Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.