Position Title:          Executive Assistant, Procurement & Contracts

Supervisor:              Executive Procurement Officer                              

Location:                  Baltimore, MD                                               

Travel:                      Minimal

Job Classification: Non-Union
     
 

Position Summary

Founded in 1909, the NAACP is the nation's oldest and largest civil rights organization. The NAACP Empowerment Programs, Inc. (“NAACP EPI”), the 501c(3) programs arm of the National Association for the Advancement of Colored People (“NAACP”), a nonprofit, membership-based, civil rights advocacy organization, seeks an highly experienced Executive Assistant to support the Executive Procurement Officer.
 
 Ideal candidate must be knowledgeable of concepts, practices, and procedures and use such skills to maintain the Association’s Procurement and Contracts division by formulating research and administrative procedures. Develop business memos and correspondence; Interface with high-level internal and external contacts with considerable autonomy; prioritize and organize information for presentation to management/board include working with and other program personnel to gather pertinent information and format it into useable presentations of report and manuals; organize and arrange the logistics of a variety of complex meetings; refer or personally attend to visitors inquiries and actions that require executive attention.
 
Responsibilities/Duties
 
 •    Provide day-to-day management of administrative policies and procedures as set forth by the Executive Procurement Officer with particular oversight over inter-departmental coordination.
 •    Oversee the effectiveness of other departments of the Association with respect to inter-departmental coordination
 •    Periodically assess internal administrative components of the Association and provide recommendations for more efficient daily functions
 •    Develop recommendations for implementation of office administrative procedures, communications, and presentation
 •    Create and recommend mechanisms that support effectiveness in daily operations and staff development to consistently produce in the Association’s environment of multi-project management
 •    Monitor budget reconciliation and make recommendations on ways to increase administrative efficiencies
 •    Coordinate the reproduction of materials needed for National Board meetings, national, regional and state conventions and conferences, as well as other meetings or events specified by the Executive Procurement Officer
 •    Manage and coordinate DocuSign documents as it relates to contracts
 •    All other duties that may be assigned by the Executive Procurement Officer
 
Qualifications

Education/Professional Experience
 •    Bachelor’s degree or equivalent experience, preferred
 •    Minimum 5 years of administrative or business experience 
 •    Non-profit experience preferred
 •    Well organized with strong professional, interpersonal and multi-tasking skills
 •    Ability to handle and respect confidential information
 •    Knowledge of information systems and the supporting infrastructure of computers, data sources and desktop software
 •    Must be able to manage multiple projects, service oriented and be aware of the needs and concerns of the program/s
 •    Excellent communication (including written and oral) skills
 •    Proficient in using MS Office
 •    Ability to manage multiple assignments while being detail oriented and flexible