Executive Office Manager
Catholic Charities of Baltimore · Baltimore, MD · 1 mo ago
$73k–$82k/yrFull-time
We need to output HTML fragment with sections: About the role? The description includes a paragraph about role. We'll create sections: About the role (maybe from first paragraph), Responsibilities (list of duties), Requirements (education & experience), Skills (required skills & abilities), Benefits (list of benefits), Pay (salary range), Schedule (work schedule). Also maybe Physical requirements & work environment? Not required as a heading unless we have content; but we could include under Responsibilities? The instruction: include a section ONLY when posting has real, specific content for it. We have content for Physical requirements & work environment, but not a standard heading list; we could include as a section maybe "Work Environment". But headings list given: About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule. They didn't list Work Environment or Physical Requirements. So we should not create a section for that unless we map it to something else. Could incorporate into Responsibilities or About the role? Probably better to include under Responsibilities as part of duties? But it's separate. However instruction: "Use for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule)." It says e.g., meaning those are examples, not exclusive. But they say "include a section ONLY when the posting has real, specific content for it". So we could add a section for "Physical Requirements & Work Environment" if we want, but they didn't list it as example; but it's allowed? The instruction says use those headings for section headings (e.g...). It implies we should use those headings where appropriate. Probably better to stick to those headings. Physical requirements could be placed under Responsibilities or maybe under About the role. But we have a schedule already: Monday to Friday 8 AM - 4 PM. Pay: salary range. Benefits: list.
We need to avoid repeating job title as heading. No Job ID.
We must remove boilerplate: EEO etc. At end there is "Catholic Charities is an equal opportunity employer" - remove.
Also duplicate duties lines appear twice; we need to preserve all substantive information but not duplicate. So we need to deduplicate.
Let's extract content.
First paragraph: "Catholic Charities of Baltimore is seeking an Executive Office Manager to report to the Executive Director and to support the executive leadership team and assists in leveraging external and internal relationships with Board of Trustee members and other stakeholders, through strong communication & planning. This position supports Board Member onboarding, training, and ongoing engagement, and helps execute consistent engagement opportunities for the Executive Director with funders, donors, volunteers, and other stakeholders. This role blends advanced project management expertise with the professionalism, discretion, and service mindset of an executive assistant."
That's About the role.
Responsibilities: list of duties (deduplicated). Let's compile unique duties:
- Handles executive assistant tasks for the Executive Director and Chief Operating Officer, including calendar management, expense reporting, phone calls, planning for meeting room set-up and clean-up, food, and audio-visual needs for meetings, and handles other administrative duties as needed.
- Plans and coordinates all board meetings, retreats, and committee meetings, including agenda development, materials, logistics, and minutes.
- Ensures timely distribution of board meeting materials and executive updates by updating the meeting and member management software.
- Onboards and trains Board Members on use of the meeting and member management software; trains internal agency staff on member management system for committees they support.
- Maintains Board of Trustees files and ensures timely and compliant onboarding requirements for new board members are met.
- Organizes and plans for consistent engagement of the Executive Director with key donors and stakeholders, including planning and executing an annual calendar.
- Executes consistent follow-up either in addition to or on behalf of the Executive Director for key events, meetings, calls, etc.
- Strategically plans and organizes Board of Trustees engagement activities to ensure Board Members and key stakeholders are involved on a regular basis with information and events within the Agency, including scheduling volunteer opportunities, conducting tours, identifying, and scheduling enrichment activities.
- Works with the Chief Development Officer to efficiently assist the Executive Director with developing and organizing a portfolio of clients for regular, consistent, and appropriate communications.
- Coordinates closely with the Chief Development Officer to schedule client meetings and to ensure appropriate follow-up by Development officers on asks, gifts, etc.
- Assists with correspondence and coordinates other staff to ensure Executive Director receives accurate, timely briefing materials and is fully prepared for meetings and events.
- Creates agendas and records and distributes accurate minutes for internal and external meetings to document decisions, responsibilities, and follow-up actions.
- Coordinates meetings and other direct engagement opportunities between the Executive Director and Board of Trustee members to support timely communication and effective board relationships.
- May help manage projects, events, or strategic initiatives by organizing timelines, resources, communications, and follow-up to support successful and timely completion.
- Performs other duties as assigned.
Also there is "Hybrid work options are available..." but that's work environment; maybe we can include under Responsibilities? Could add a bullet about hybrid work options. But maybe better to create a section "Work Environment" but not in list. However we could incorporate under Responsibilities as a bullet: "Hybrid work options are available, contingent upon business needs and performance expectations..." etc. Also flexibility beyond standard hours, etc. But those are more about schedule/environment. Since we have a Schedule section, we could put hybrid work options there? But schedule is Monday-Friday 8-4. Hybrid work options is about location. Could be under Benefits? Not exactly. Could be under About the role? Might be okay to add a bullet under Responsibilities about work arrangement.
Requirements: Education & Experience:
- Bachelor’s degree in business administration, communications, nonprofit management, or a related field, or an equivalent combination of education, training, and relevant experience.
- Three (3) years working as an Executive Assistant, or with equivalent responsibilities, working closely with senior-level executives.
- Demonstrated experience supporting senior-level leaders; exercising sound judgment and discretion; coordinating events, facilities, calendars, and schedules; and supporting organizational initiatives that strengthen engagement with key external stakeholders.
Skills & Abilities:
- Ability to think strategically and communicate efficiently and effectively, while executing the work in a very process-driven, project-oriented manner.
- Must be able to use sound judgment, act independently, and be comfortable in ambiguous situations.
- Excellent written and oral communications skills are required, strong relational skills. Must have demonstrated business writing skills.
- Ability to demonstrate a compelling professional presence and be able to interface with key external constituents, lead meetings, etc.
- Requires excellent time management skills, be highly organized. The ability to organize a project from start to finish, develop timelines, metrics, team charters, measure progress, prioritize milestones, delegation, indirectly managing others, etc.
- Must be quick learner to understand complexity of diverse organization; external relationships; how non-profits work, etc.
- A high level of discretion is always required; must always demonstrate a high level of integrity and professionalism.
- Demonstrate ability and desire to move to leadership roles of increasing responsibility should future situations require it.
- Exceptional Windows PC, web browsing (i.e., Chrome, Internet Explorer, etc.), and Microsoft Outlook skills are required including Word, Excel, Power Point, Teams, and OneDrive.
Benefits list:
- Health/Dental/Vision
- Vacation/sick/holiday pay
- 403(b) Retirement Plan with a discretionary employer contribution
- Tuition Advancement
- Paid Parental Leave
Pay: Salary: $73,000–$81,600 per year
Schedule: Monday to Friday 8 AM - 4 PM.
We also have "Hybrid work options are available, contingent upon business needs and performance expectations in alignment with the Agency’s policy." Could be included under Benefits? Not exactly. Could be under About the role or Responsibilities. I'd add a bullet under Responsibilities: "Hybrid work options are available, contingent upon business needs and performance expectations." Also "Flexibility may be required to work beyond standard hours, including weekends and holidays, as needed." That could be under Schedule? But schedule is standard; flexibility beyond standard hours is more about schedule expectations. Could add a note under Schedule: "Flexibility may be required to work beyond standard hours, including weekends and holidays, as needed." But we must not invent placeholder text; we have that content.
Thus Schedule section could include both standard hours and flexibility note.
Now produce HTML.
Structure:
for section headings (e.g. About the role, Responsibilities, Requirements, Qualifications, Skills, Benefits, Pay, Schedule)." It says e.g., meaning those are examples, not exclusive. But they say "include a section ONLY when the posting has real, specific content for it". So we could add a section for "Physical Requirements & Work Environment" if we want, but they didn't list it as example; but it's allowed? The instruction says use those headings for section headings (e.g...). It implies we should use those headings where appropriate. Probably better to stick to those headings. Physical requirements could be placed under Responsibilities or maybe under About the role. But we have a schedule already: Monday to Friday 8 AM - 4 PM. Pay: salary range. Benefits: list.
We need to avoid repeating job title as heading. No Job ID.
We must remove boilerplate: EEO etc. At end there is "Catholic Charities is an equal opportunity employer" - remove.
Also duplicate duties lines appear twice; we need to preserve all substantive information but not duplicate. So we need to deduplicate.
Let's extract content.
First paragraph: "Catholic Charities of Baltimore is seeking an Executive Office Manager to report to the Executive Director and to support the executive leadership team and assists in leveraging external and internal relationships with Board of Trustee members and other stakeholders, through strong communication & planning. This position supports Board Member onboarding, training, and ongoing engagement, and helps execute consistent engagement opportunities for the Executive Director with funders, donors, volunteers, and other stakeholders. This role blends advanced project management expertise with the professionalism, discretion, and service mindset of an executive assistant."
That's About the role.
Responsibilities: list of duties (deduplicated). Let's compile unique duties:
- Handles executive assistant tasks for the Executive Director and Chief Operating Officer, including calendar management, expense reporting, phone calls, planning for meeting room set-up and clean-up, food, and audio-visual needs for meetings, and handles other administrative duties as needed.
- Plans and coordinates all board meetings, retreats, and committee meetings, including agenda development, materials, logistics, and minutes.
- Ensures timely distribution of board meeting materials and executive updates by updating the meeting and member management software.
- Onboards and trains Board Members on use of the meeting and member management software; trains internal agency staff on member management system for committees they support.
- Maintains Board of Trustees files and ensures timely and compliant onboarding requirements for new board members are met.
- Organizes and plans for consistent engagement of the Executive Director with key donors and stakeholders, including planning and executing an annual calendar.
- Executes consistent follow-up either in addition to or on behalf of the Executive Director for key events, meetings, calls, etc.
- Strategically plans and organizes Board of Trustees engagement activities to ensure Board Members and key stakeholders are involved on a regular basis with information and events within the Agency, including scheduling volunteer opportunities, conducting tours, identifying, and scheduling enrichment activities.
- Works with the Chief Development Officer to efficiently assist the Executive Director with developing and organizing a portfolio of clients for regular, consistent, and appropriate communications.
- Coordinates closely with the Chief Development Officer to schedule client meetings and to ensure appropriate follow-up by Development officers on asks, gifts, etc.
- Assists with correspondence and coordinates other staff to ensure Executive Director receives accurate, timely briefing materials and is fully prepared for meetings and events.
- Creates agendas and records and distributes accurate minutes for internal and external meetings to document decisions, responsibilities, and follow-up actions.
- Coordinates meetings and other direct engagement opportunities between the Executive Director and Board of Trustee members to support timely communication and effective board relationships.
- May help manage projects, events, or strategic initiatives by organizing timelines, resources, communications, and follow-up to support successful and timely completion.
- Performs other duties as assigned.
Also there is "Hybrid work options are available..." but that's work environment; maybe we can include under Responsibilities? Could add a bullet about hybrid work options. But maybe better to create a section "Work Environment" but not in list. However we could incorporate under Responsibilities as a bullet: "Hybrid work options are available, contingent upon business needs and performance expectations..." etc. Also flexibility beyond standard hours, etc. But those are more about schedule/environment. Since we have a Schedule section, we could put hybrid work options there? But schedule is Monday-Friday 8-4. Hybrid work options is about location. Could be under Benefits? Not exactly. Could be under About the role? Might be okay to add a bullet under Responsibilities about work arrangement.
Requirements: Education & Experience:
- Bachelor’s degree in business administration, communications, nonprofit management, or a related field, or an equivalent combination of education, training, and relevant experience.
- Three (3) years working as an Executive Assistant, or with equivalent responsibilities, working closely with senior-level executives.
- Demonstrated experience supporting senior-level leaders; exercising sound judgment and discretion; coordinating events, facilities, calendars, and schedules; and supporting organizational initiatives that strengthen engagement with key external stakeholders.
Skills & Abilities:
- Ability to think strategically and communicate efficiently and effectively, while executing the work in a very process-driven, project-oriented manner.
- Must be able to use sound judgment, act independently, and be comfortable in ambiguous situations.
- Excellent written and oral communications skills are required, strong relational skills. Must have demonstrated business writing skills.
- Ability to demonstrate a compelling professional presence and be able to interface with key external constituents, lead meetings, etc.
- Requires excellent time management skills, be highly organized. The ability to organize a project from start to finish, develop timelines, metrics, team charters, measure progress, prioritize milestones, delegation, indirectly managing others, etc.
- Must be quick learner to understand complexity of diverse organization; external relationships; how non-profits work, etc.
- A high level of discretion is always required; must always demonstrate a high level of integrity and professionalism.
- Demonstrate ability and desire to move to leadership roles of increasing responsibility should future situations require it.
- Exceptional Windows PC, web browsing (i.e., Chrome, Internet Explorer, etc.), and Microsoft Outlook skills are required including Word, Excel, Power Point, Teams, and OneDrive.
Benefits list:
- Health/Dental/Vision
- Vacation/sick/holiday pay
- 403(b) Retirement Plan with a discretionary employer contribution
- Tuition Advancement
- Paid Parental Leave
Pay: Salary: $73,000–$81,600 per year
Schedule: Monday to Friday 8 AM - 4 PM.
We also have "Hybrid work options are available, contingent upon business needs and performance expectations in alignment with the Agency’s policy." Could be included under Benefits? Not exactly. Could be under About the role or Responsibilities. I'd add a bullet under Responsibilities: "Hybrid work options are available, contingent upon business needs and performance expectations." Also "Flexibility may be required to work beyond standard hours, including weekends and holidays, as needed." That could be under Schedule? But schedule is standard; flexibility beyond standard hours is more about schedule expectations. Could add a note under Schedule: "Flexibility may be required to work beyond standard hours, including weekends and holidays, as needed." But we must not invent placeholder text; we have that content.
Thus Schedule section could include both standard hours and flexibility note.
Now produce HTML.
Structure:
About the role
... (the paragraph)
Responsibilities
- ... each duty
Requirements
- ... each
Skills
- ... each
Benefits
- ... each
Pay
$73,000–$81,600 per year
Schedule
Monday to Friday 8 AM - 4 PM. Flexibility may be required to work beyond standard hours, including weekends and holidays, as needed. Hybrid work options are available, contingent upon business needs and performance expectations in alignment with the Agency’s policy.
Make sure no duplicate content. Check for any leftover boilerplate: "We offer a wide range of benefits to meet the ever-changing needs of our employees including but not limited to:" we already captured list; we can drop that intro sentence. Also "Join Catholic Charities of Baltimore where you will be an important member of a trauma-informed care organization..." that's promotional; we could include under About the role? It's substantive about organization culture. Could add a paragraph after About the role? But we already have About the role paragraph; we could extend it. The instruction: preserve ALL substantive information; do not invent or summarize away detail. So we should include that description. It's about the organization culture. Could be part of About the role or a separate section like "About the organization". But we only have headings list; we could add to About the role paragraph. Thus About the role paragraph should include both the role description and the organization culture description. Let's craft: "Catholic Charities of Baltimore is seeking an Executive Office Manager to report to the Executive Director and to support the executive leadership team and assists in leveraging external and internal relationships with Board of Trustee members and other stakeholders, through strong communication & planning. This position supports Board Member onboarding, training, and ongoing engagement, and helps execute consistent engagement opportunities for the Executive Director with funders, donors, volunteers, and other stakeholders. This role blends advanced project management expertise with the professionalism, discretion, and service mindset of an executive assistant. Join Catholic Charities of Baltimore where you will be an important member of a trauma-informed care organization that promotes a culture of safety, empowerment, healing, and self-care, and that believes that every person has infinite worth and promise." That's good. Now ensure we didn't miss any duty: The duty list includes "Handles executive assistant tasks for the Executive Director and Chief Operating Officer, including calendar management, expense reporting, phone calls, planning for meeting room set-up and clean-up, food, and audio-visual needs for meetings, and handles other administrative duties as needed." appears twice; we keep once. Also "Plans and coordinates all board meetings, retreats, and committee meetings, including agenda development, materials, logistics, and minutes." appears twice. Also "Ensures timely distribution of board meeting materials and executive updates by updating the meeting and member management software." appears twice. Also "Onboards and trains Board Members on use of the meeting and member management software; trains internal agency staff on member management system for committees they support. Maintains Board of Trustees files and ensures timely and compliant onboarding requirements for new board members are met." appears twice. Also "Organizes and plans for consistent engagement of the Executive Director with key donors and stakeholders, including planning and executing an annual calendar. Executes consistent follow-up either in addition to or on behalf of the Executive Director