C- Suite Executive Assistant

Job Description

Job Description

Organizational Overview

Black Yield Institute (BYI) is a Pan-African power institution based in Baltimore, Maryland, serving as a think tank and collective action network that addresses food apartheid. BYI works collaboratively with black people and entities, along with other institutions, in pursuit of Black land and food sovereignty.

For more information, please visit BYI’s website at www.blackyieldinstitute.org.

Position Description

The Administrative Organizer will support Black Yield Institute in managing related tasks associated with scheduling, recordation management, and other administrative duties. This role is a central hub for the organization and collaborates and disseminates information across departments. While the role is primarily administrative in nature, the Administrative Organizer would be an external-facing role to a variety of BYI stakeholders.

Job Responsibilities

Administrative Management

• Manage emails and respond on behalf of BYI in general and the Servant Director and DOC.

• Manage the Servant Director's and DOCs calendar by scheduling and setting reminders for external and internal meetings and events.

• Delegate email inquiries to the appropriate staff and partners.

• Ensure the Director team is providing sufficient and timely documentation to Finance.

• Take and disseminate notes and action items from all staff and director meetings.

• Handle travel, lodging, and other logistical arrangements for the Director team.

• Manage the upkeep of essential organizational certifications, licensing, and other official documents necessary for operations

• Support the administrative onboarding process for new staff.

• Attend meetings on behalf of the Director team, as needed.

• Maintain records of all contractors, deadlines, metrics, and pay schedules.

• Submit invoices for contractors to Finance for payment.

Donor Services Administrative Support

• Support donor-related administrative duties.

• Draft and retain thank-you letters for donors.

• Maintain a schedule for grant submissions and reporting.

• Schedule and support hosting site visits for funders and major donors.

• Sending reminders and disseminating donor campaigns and events to BYI stakeholders.

• Support data management and analysis related to resource development and donor engagement

Event Management

• Correspond and communicate with event vendors and guests and strategically plan, orchestrate, communicate, and ensure the exceptional execution of events.

• Coordinate all logistical event details, including site inspections, permits, entertainment, decor, vendor meetings, and day-of onsite event management.

• Maintain contracts and move event execution forward.

• Lead Dream Team meetings, communicate confirmations and updates, and delegate internal tasks for event execution for the organization.

• Provide outstanding customer service, respond to complaints or feedback, and resolve issues quickly.

• Attend and serve as an usher/greeter for community meetings and gatherings.

Office Management Support

• Manage conference room and online shared calendars

• Maintain a structured organizational filing system.

• Manage mailing and shipping–including opening, reading, sorting, and distributing mail from the P.O. box and mail received at the office.

• Create and manage office procedures and systems.

• Welcome and greet visitors.

• Primary contact for landlord, janitorial services, and all other contacts related to the maintenance of the office.

• Keep an updated inventory of office supplies, booklets, and products.

Qualifications

Preferred

• Commitment to social justice and racial equity

• Understanding of and commitment to building power and moving toward land and food sovereignty

• Knowledgeable of community resources and how to access resources

Required

• Minimum three years of experience in an administrative role, office manager, or program administration

• Minimum two years of experience with grassroots or nonprofit organizations preferred.

• Strong knowledge of community engagement and capacity building.

• Proficient in various project management and data analysis tools.

• Excellent oral and written communication skills.

• Ability to work independently and tendency to be self-motivated.

• Ability to work under pressure and meet deadlines.

• Strong work ethic and integrity.

• Ability to pick up items weighing 10-25 pounds

• Ability to access reliable means of transportation

Term & Compensation

The Administrative Organizer will be required to work 40+ hours/ week; work requires evening and weekend commitments. The position is permanent after a 30 day initial review process; this position is funded through grant funds and renewal is contingent upon successful fundraising. The Administrative Organizer is compensated at $70,000+/year, plus benefits.