Executive Assistant

About Maryland Legal Aid

Maryland Legal Aid (MLA) advocates with and for Marylanders experiencing poverty to achieve equity and social justice through free civil legal services, community collaboration, and systemic change. MLA 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 11 offices and community-based clinics, 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.

About the Role

The Executive Assistant provides high-level administrative support primarily to the CEO/Executive Director and 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.

Responsibilities

• Executive Support & Scheduling
  • Manage complex and frequently shifting calendars, including proactively resolving scheduling conflicts, anticipating time-sensitive needs, and prioritizing meeting requests.
  • Track Executives’ priorities and follow up with senior leaders on deliverables.
  • Monitor Executives’ action items from executive meetings until completion.
  • Coordinate logistics for internal meetings, cross-department collaboration, and external engagements.
  • Ensure 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.
  • Monitor Executives’ time to ensure alignment with strategic business goals.
  • Recommend improvements to Executive workflows.
• Communications & Stakeholder Interface
  • Act 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.
  • Screen emails, phone calls, and visitors to prioritize urgent matters.
  • Draft, edit, and proofread correspondence, reports, and internal memos on behalf of the Executives.
  • Handle donor stewardship activities (meetings, calls, handwritten notes, etc.) assigned to Executives and follow up as needed.
• 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 (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

• 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.

Pay

Salary Range: $60,000 – $80,000 (commensurate with experience).

Benefits

• Health, dental, and vision insurance.
• Life insurance.
• 401(k) retirement plan.
• 4 weeks paid time off.
• Paid sick leave.
• 14 paid holidays.
• Hybrid work flexibility may be available after onboarding.