Executive Assistant, Administrative Offices

Baltimore, MD (On-site)

At NCIA, we believe every detail matters when you're supporting leaders who are changing lives. We're seeking an experienced Executive Assistant who thrives in a fast-paced environment, anticipates needs before they arise, and enjoys being the trusted partner that keeps executives, priorities, and projects moving forward. This position supports our Executive Office and Finance leadership, serving as a key contributor to organizational effectiveness and strategic execution. 

If you're highly organized, proactive, resourceful, and excel at managing competing priorities while maintaining absolute confidentiality, we encourage you to apply.

At NCIA, our mission is simple yet powerful: Changing Lives, One Person at a Time. Every role within our organization contributes directly to supporting individuals and communities in meaningful ways. Your work will help ensure organizational leaders can focus on advancing services and strategic initiatives that make a lasting difference.

This role provides direct exposure to executive leadership, including the CEO, Chief of Staff, CFO, Board members, and senior stakeholders. You'll be a trusted advisor and administrative partner helping drive efficiency, accountability, and organizational excellence.

This is more than a traditional executive assistant position. You'll gain experience supporting executive operations, board governance processes, finance administration, strategic projects, workflow improvement initiatives, and cross-functional collaboration across the organization.

Our team is passionate, collaborative, and committed to continuous improvement. We value professionalism, integrity, accountability, and people who take initiative to solve problems and improve processes.

• Manage complex calendars and scheduling for executive leadership.
• Coordinate meetings, travel arrangements, executive correspondence, and follow-up activities.
• Support Board and committee meeting logistics, materials, records, and communications.
• Maintain action items, deadlines, and priority tracking systems.
• Assist with organization-wide events and special projects. 

• Provide administrative support to the CFO, including calendar management and meeting coordination.
• Track recurring finance deadlines, audits, reporting schedules, and compliance requirements.
• Coordinate approvals, electronic signatures, and document routing processes.
• Support audit preparation and financial documentation organization.
• Monitor deliverables and follow up with stakeholders to ensure timely completion of key priorities. 

• Maintain executive records, confidential files, and administrative workflows.
• Utilize Microsoft 365 tools to manage scheduling, collaboration, documentation, and reporting.
• Identify opportunities to improve efficiency and enhance administrative processes.
• Partner with senior leaders to manage competing priorities and ensure timely execution of organizational objectives.