Maryland Nonprofits is hiring: Administrative Assistant in Baltimore

Organization: Community Housing Associates (CHA)
Location: Baltimore, MD (in-office)
FLSA Status: Non-Exempt
Reports To: Chief Executive Officer (CEO)
Works With: Executive team, property/facilities staff, finance

The Administrative Assistant is a mission-driven, highly organized professional who provides day-to-day administrative support to the CEO and, as needed, to other staff across the organization. This role manages scheduling and logistics, coordinates board and stakeholder communications, supports procurement and vendor administration, and assists with document, data, and records management. The ideal candidate is detail-oriented, proactive, and comfortable interacting with a wide range of stakeholders with professionalism, confidentiality, and cultural humility.

Key Responsibilities

Executive & Organizational Support (Primary)

• Manage the CEO’s calendar: schedule internal/external meetings, confirm logistics, prepare agendas, and compile briefing materials.
• Handle correspondence on behalf of the CEO: draft/edit emails, letters, and memos; route inquiries; track follow-up items to completion.
• Coordinate board and committee meetings: schedule sessions, prepare packets, take minutes, track action items, and maintain contact lists.
• Plan and support meetings, events, and site visits (e.g., with funders, community partners, public officials): arrange space/virtual links, prepare sign‑in sheets, name tags, materials; manage refreshments.
• Arrange travel: itineraries, lodging, registrations, reconciliations.

Operations, Facilities & Vendors

• Help track facilities work orders and service contracts; follow up with property managers, vendors, and staff to ensure timely completion.
• Maintain inventories for office supplies and program materials; place orders and manage deliveries.

Finance & HR Administration (In Coordination with Staff Leads)

• Assist with timesheet collection, mileage logs, corporate card receipts, and expense reports; ensure timely, accurate submissions.

Data, Records & Compliance

• Create and maintain organized digital/physical filing systems (G‑Suite/SharePoint or similar); ensure version control and naming conventions.
• Prepare simple dashboards or trackers (e.g., action items, grant/report deadlines, COIs, property inspections).
• Support policy/procedure updates by formatting documents and coordinating reviews/approvals.
• Handle confidential information in compliance with CHA policies.

Communications & External Relations

• Draft meeting summaries, newsletters, flyers, and basic social media or website updates (as assigned).
• Greet visitors, answer phones, and route inquiries with tact and customer service.

Other Duties as Assigned

• Required:
  • 2+ years of administrative, coordinator, or executive assistant experience (nonprofit, housing, healthcare, or human services preferred).
  • Proficiency with Google Workspace and/or Microsoft 365 (Docs/Word, Sheets/Excel, Slides/PowerPoint, Calendar, Drive/SharePoint); aptitude with Zoom/Teams.
  • Excellent written and verbal communication; strong grammar, formatting, and note‑taking skills.
  • Demonstrated organization and time management, with the ability to prioritize, meet deadlines, and track many details simultaneously.
  • Discretion and professionalism handling sensitive information.
  • Commitment to CHA’s mission; ability to work effectively with people of diverse backgrounds, including individuals with serious mental illness and people exiting homelessness.
• Preferred:
  • Experience supporting boards/committees and preparing minutes.
  • Familiarity with property management, facilities coordination, procurement, or vendor COI tracking.
  • Basic data skills (e.g., spreadsheets, forms, mail merges) and comfort learning new tools (project/task management software).
  • Valid driver’s license and ability to travel between sites in the Baltimore area if needed but rarely.

Core Competencies

• Proactive problem solving and follow‑through.
• Customer‑service mindset with patience, empathy, and cultural humility.
• High attention to detail; quality control in documents and data.
• Adaptability in a fast‑paced, mission‑driven environment.
• Teamwork and clear communication across departments.

Work Environment, Schedule & Physical Demands

• Standard schedule is Monday–Friday during business hours, with occasional early morning/evening events.
• Primarily office‑based with periodic visits to properties, vendors, and partner sites.
• Ability to lift up to 20 lbs. occasionally (meeting materials, supplies).
• We have exceptional office hours which are 9am-3pm Monday - Thursday and Friday 9am to 12pm.