Executive Assistant, Administrative Offices

Senior Executive Assistant

Executive Office & Finance Administration

Baltimore, MD (On-site)

Are You the Calm, Organized Force Behind Executive Success?

At NCIA, we believe every detail matters when you're supporting leaders who are changing lives. We're seeking an experienced Senior 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.

Why Join NCIA?

Make an Impact Every Day

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.

Work Alongside Influential Leaders

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.

Grow Your Career

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.

Join a Mission-Driven Culture

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.

What You'll Do

Executive Leadership Support

• 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.

Finance Administrative Support

• 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.

Operational Excellence

• 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.

What We're Looking For

Required Qualifications

• Bachelor's degree in Business Administration or related field, or equivalent experience.
• 5-7 years of administrative support experience.
• At least 3 years supporting senior executives or C-suite leaders.
• Advanced proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams.
• Exceptional organizational, communication, and time-management skills.
• Demonstrated ability to manage confidential information with discretion and professionalism.
• Experience coordinating board activities, executive workflows, records management, and deadline tracking systems.

Preferred Attributes

• Highly proactive and self-directed.
• Strong critical thinking and problem-solving abilities.
• Ability to anticipate needs and manage multiple priorities.
• Strong attention to detail and follow-through.
• Professional presence and confidence interacting with executive leadership.

Schedule & Location

• Full-Time, Exempt
• Monday-Friday
• 8:30 a.m. - 5:00 p.m.
• On-site in Baltimore, Maryland

Benefits of Working at NCIA

• Competitive salary
• Comprehensive health, dental, and vision benefits
• Generous paid time off
• Retirement savings opportunities
• Professional development and growth opportunities
• Mission-driven work with meaningful community impact
• Collaborative and supportive team environment

Ready to Apply?

If you're an experienced executive support professional who enjoys bringing structure to complexity, building strong partnerships, and helping leaders achieve organizational goals, we'd love to hear from you.

Join NCIA and help us continue Changing Lives, One Person at a Time.

Apply today to become a valued member of our Executive Leadership Support Team.

Equal Opportunity Employer

NCIA is an Equal Opportunity Employer committed to fostering a diverse, inclusive, and respectful workplace. We provide equal employment opportunities to all applicants and employees without regard to any characteristic protected by federal, state, or local law. We encourage individuals from all backgrounds and experiences to apply and are committed to providing reasonable accommodations throughout the hiring process and employment.