Location: Hybrid - in person three days a week in Montgomery County, MD, some of the time in our office in Takoma Park, MD. Two days remote
Status: Exempt

WHY WORK FOR AIM?

Action in Montgomery trains and develops community leaders to act on issues of economic justice and racial equity, to hold elected and corporate officials accountable, and to build the people power to act together and win needed changes for our community. You will also have the opportunity to work with our sister organizations, ACT in Anne Arundel and PATH in Howard County. 

OUR IMPACT ON COMMUNITIES: We have impacted tens of thousands of people by organizing people-power to shape education, housing, jobs, youth, climate, racial equity and economic justice. We are a vehicle for community leaders to act together, giving them a seat at the table that shapes Maryland, and consequently, the national landscape.

OUR DEDICATED PEOPLE: Talented, visionary, dedicated and diverse team of leaders serve at AIM. We are driven and dedicated to building power for the people in our communities and we work hard. And we strive to do so with a sense of joy, humor, and balance. We all roll up our sleeves to pull our weight when tasks need to get done and collaborate on collective actions. This is a team made up of interesting, smart, passionate people who are deeply committed to one another’s growth.

OUR CONNECTIONS & CULTURE: We strive for a work culture of learning, growth, and development, so that everyone has an opportunity to work on projects that stretch them and are deeply meaningful to them. We are connected to a statewide, regional and national network of other like-minded organizations including the Washington Interfaith Network, Greater Cleveland Congregations, Greater Boston Interfaith Organization, and Common Ground in Milwaukee.

We are an equal opportunity employer. Black, Indigenous, and People of Color (BIPOC) are strongly encouraged to apply.

Position Description

To advance this crucial work, AIM is hiring an Administrative Assistant to provide high-level administrative support to senior leadership as a central point of contact for internal and external stakeholders to ensure smooth day-to-day operations.

The Administrative Assistant will work especially closely with the Administrative and Operations Director (direct supervisor) to manage AIM’s internal grants and donors database, submit proposals to donor portals, support the administrative needs of a diverse and dynamic staff, and create reports for leadership. 

Responsibilities include but are not limited to:

Calendar and Project Management

• Manage calendars and daily schedules of leadership 

• Support leadership with processing reimbursements, and credit card reconciliations, and vendor payments

• Coordinate external scheduling for Board of Directors and partner meetings and convenings, internal leadership meetings, donors and potential donors, leaders of other organizations, and elected officials.

• Assist with executive-led project management tasks including governance document management, organization’s priority events and deadlines calendaring and coordination; and setting agendas, note taking, and tracking next steps and deliverables

• Translating content into materials for presentations 

• Taking notes tracking next steps and deliverables, project management of these tasks between meetings

Development and Communications Assistance

• Lead on interfacing with grants management software systems and submitting AIM proposals to donor portals in required format 

  • Convert general proposal narratives, budgets, and supporting documents into the specific formats required by various donor portals and online grant applications.

  • Accurately and efficiently submit grant proposals and supporting documents through various online portals, adhering to strict deadlines.

  • Maintain grant reporting and portals for multiple funders. 

  • Create and maintain a central grants calendar that tracks deadlines for applications, reports, and renewals, and other deliverables.  

• Manage and clean contact data in CRM database.

• Support on fundraising tasks including donor follow-up. 

• Assist on some communications with stakeholders.

Operations

• Support Operations projects and provide back up for administrative support

• Assist in planning logistics and supporting execution of virtual and in-person meetings, travel, and special events. Tasks may include preparing presentation materials, vendor coordination, and compiling briefing documents. 

• Work with team on event logistics with elected officials, other guests of honor, and organizational members–we hold large meetings of 300-1000 people 2-4 times a year. 

• Coordinate and manage volunteers in supporting these events. 

• Monitor and track expenses projects and events, ensuring alignment with approved budgets.

• Support contractors and employees with learning software, database use, etc. 

Qualifications

AIM is seeking candidates who are passionate about our mission, are highly motivated and proactive, and have a problem-solving, solution-oriented mindset with the ability to work and accomplish tasks on time with minimal supervision. 

To thrive in this role, the successful candidate will communicate information and ideas clearly, professionally, and in a timely manner. The successful candidate has excellent interpersonal and relational skills, is adaptable, has the ability to multitask and prioritize responsibilities, is reliable, and has strong attention to details.  Spanish-speaking preferred.

While no one candidate will embody all of the qualifications below, our ideal candidate will bring: 

• 3-4 years of experience in nonprofit organizations and/or administrative roles

• Proven experience as an Administrative Assistant or similar role, ideally supporting senior executives 

• Able to organize confidential information often to proactively anticipate executive needs to optimize their time and productivity. 

• Skills in managing schedules, coordinating meetings, preparing agendas, and organizing documents to support smooth daily operations of the leadership team.

• Ability to manage multiple tasks, maintain details and meticulous records, and prioritize effectively in a fast-paced environment ensuring accuracy and timeliness in project completion.

• Experience assisting with planning and logistics for both virtual and in-person events, including vendor coordination, materials preparation, and on-site support.

• Strong computer skills, including proficiency in Google Suite, creating presentations, and CRM databases.

• Strong written and verbal communication to effectively work across internal teams and external stakeholders. 

• Experience with data entry and report generation.

• Exceptional attention to detail.

• Ability to work independently and as part of a team. 

• Strong problem-solving skills with ability to adapt to changing priorities.

• Passion for the organization's mission.

• Maintain discretion when handling sensitive information. 

Physical Demands 

• Ability to use a computer for a majority of the work week.

• Ability to have multiple phone calls a day.

• Ability to do repetitive tasks as needed on a computer.

Compensation & Benefits:

• Salary is based on experience and ranges from $55-60k

• 40 to 45 hour work weeks including some evening and weekend commitments.

• 4 weeks of paid time off annually; additional paid holiday leave; compensatory time off options available.

• 403(b) retirement fund with 15% employer contributions and no match requirements after 12 months of employment. 

• Up to $10,250 each year towards health insurance premiums, paid by AIM.

• Monthly stipend towards internet, phone; as well as gas mileage reimbursement for work-related travel by car.

How to Apply

Send a cover letter and resume to cynthia@actioninmontgomery.org.