Executive Assistant

Job Description

Job Description

Description:

 

Position Summary  

Maryland Legal Aid (MLA), a nonprofit legal services law firm, seeks a highly skilled Executive Assistant to provide high-level administrative support primarily to the CEO/Executive Director and to the Chief Development & Communications Officer. This role manages the day-to-day administration of executive functions, exercises considerable discretion and judgment, and regularly handles sensitive and confidential matters. The Executive Assistant must work independently, anticipate needs, and ensure smooth coordination across internal teams and external stakeholders, including board members, funders, partners, and the public.

About Maryland Legal Aid  

Maryland Legal Aid advocates with and for Marylanders experiencing poverty to achieve equity and social justice through free civil legal services, community collaboration, and systemic change. Maryland Legal Aid is the largest provider of free civil legal services in the state serving people in all of Maryland’s 23 jurisdictions and Baltimore City. From our 11 offices and through its community-based clinics, Maryland Legal Aid (MLA) helps clients preserve and access safe and affordable housing; maintain custody of their children and be safe from domestic violence; and increase their economic security by defending against consumer debt including foreclosures and tax sales, removing barriers to employment and accessing critical income supports such as unemployment, food stamps and other vital public benefits. MLA’s advocates also represent vulnerable Marylanders including seniors, children in child welfare cases, and migrant farmworkers. MLA assists its clients in resolving their most fundamental legal problems to bring greater stability and possibilities to their lives.

Essential Functions  

The Executive Assistant supports executive leadership by coordinating schedules and communications, managing logistics and records, preparing documents and meeting materials, and ensuring efficient information flow. This position plays a key role in supporting executive-level priorities and relationship management with key constituents.

Duties and Responsibilities  

Executive Support & Scheduling  

• Managing complex and frequently shifting calendars, including proactively managing scheduling conflicts, anticipating time-sensitive needs, and prioritizing meeting requests.
• Tracking Executives’ priorities and following up with senior leaders on deliverables.
• Monitoring Executives’ action items from executive meetings until completion.
• Coordinate logistics for internal meetings, cross-department collaboration, and external engagements.
• Ensuring the Executives are prepared with necessary documents and briefings prior to meetings
• Coordinate special projects on behalf of Executives. Monitor project timelines and follow up with responsible staff.
• Monitoring Executives’ time to ensure alignment with strategic business goals.
• Recommending improvements to Executive workflows. 

Communications & Stakeholder Interface  

• Acting as the primary point of contact and liaison between Executives and internal/external partners, including board members, funders, members of the legal community, community partners, and the general public.
• Screening emails, phone calls, and visitors to prioritize urgent matters.
• Drafting, editing, and proofreading correspondence, reports, and internal memos on behalf of the Executives. 
• Donor stewardship activities (meetings, calls, handwritten notes, etc.) to be completed by Executives and follow up.

Meeting, Board, and Event Support  

• Prepare and distribute agendas and supporting materials for executive meetings as assigned. 
• Provide administrative support related to board and committee meetings and functions, including agenda preparation, board packet assembly, distribution to board members, and meeting or event logistics.
• Support logistics for select donor, partner, and communications-related events as assigned (e.g., scheduling, RSVP tracking, preparation of materials, providing event day on-site support).
• Track Board resolutions and follow-up items. 
• Ensure the board’s electronic platform is current with necessary documents.

Records, Filing, and Information Management  

• Maintain efficient electronic and/or physical filing systems for executive correspondence, documents, and records. 
• Handle confidential correspondence and files with discretion and adherence to organizational protocols.
• Log donations and other checks that come into the office, maintain orderly check log files, and promptly report checks received to Development and Finance teams.

Travel & Expense Administration  

• Arrange travel for the CEO/ED and CDCO and, as needed, other senior leadership. 
• Prepare and track expense reports, reimbursements, and records related to corporate cards in coordination with finance/administration processes.
• Maintain financial records pertaining to expenses and credit cards.

Office Administration & Coordination  

• Order supplies and office equipment as needed to support executive operations. 
• Manage the flow and distribution of mail and other documents to/from executive leadership. 
• Maintain strong working relationships with members of the management team and staff; assist other management staff as needed. 
• Perform other duties as assigned to support organizational priorities.

Requirements:

 

Qualifications  

• Minimum of five (5) years of executive assistant experience in a nonprofit, law firm, government agency, or business setting.
• Excellent interpersonal skills and exceptional written and oral communication skills.
• Proficiency with the Microsoft Office Suite (Outlook, Word, Excel, PowerPoint) and ability to use, navigate, and integrate evolving technology platforms.
• Demonstrated ability to prioritize tasks, manage multiple deadlines, and exercise tact, discretion, sound judgment, and confidentiality at all times.
• Ability to learn quickly, work independently, and anticipate the needs of executive leadership.
• BA preferred.
• Commitment to and passion for MLA’s mission is highly desired.
• Some flexibility with schedule is available. 

Compensation & Benefits  

• Salary Range: $60,000 – $80,000 (commensurate with experience)
• MLA offers a generous benefits package including health, dental, vision, life insurance, a 401(k) retirement plan, 4 weeks paid time off, paid sick leave, 14 paid holidays, and more. Hybrid work flexibility may be available after onboarding. 

Equity & Inclusion Statement  

Maryland Legal Aid is committed to equity, justice, and inclusion. As an equal opportunity employer, MLA seeks to hire employees with diverse backgrounds and perspectives reflective of the communities we serve, including people with disabilities, people of color, women, and members of traditionally underrepresented groups.