Executive Assistant

POSITION SUMMARY:

The Executive Assistant provides high-level administrative support to the President/CEO and serves as a key resource to managers, instructors, and staff. This role ensures smooth daily operations, supports organizational efficiency, and contributes to event coordination and internal communication across the organization.

As a grassroots nonprofit, Power52 is fast-paced, hands-on, and mission-driven. The ideal candidate is an energetic, proactive professional who thrives in a dynamic environment and enjoys wearing multiple hats. This position is perfect for someone who takes initiative, works independently, and is motivated by meaningful community impact. The Executive Assistant must be highly organized, detail-oriented, adaptable, and comfortable working with a diverse team.

This individual will play a central role in supporting both administrative and programmatic needs, while gaining exposure to nonprofit operations, community engagement, and leadership decision-making.

GENERAL RESPONSIBILITIES (including, but not limited to the following)

• Provide high-level administrative support to the Executive Team, maintaining strict confidentiality and demonstrating a strong self-starter mindset.
• Manage the executive’s calendar, including scheduling appointments, organizing meetings, prioritizing urgent matters, and coordinating meeting logistics such as reminders, agendas, notes, minutes, and catering when needed.
• Greet and assist visitors, determining the purpose of their visit and directing them to the appropriate staff or department.
• Answer, screen, and route incoming calls with professionalism, ensuring timely follow-up and resolution.
• Draft and prepare letters, reports, presentations, and other documents; collect, research, and analyze information to support decision-making.
• Prepare comprehensive reporting packages for board meetings, including compiling presentations, financial summaries, department updates, and all required supporting documents to ensure board members are fully informed and prepared.
• Make domestic and/or international travel arrangements, including flights, lodging, ground transportation, and information travel packages for travelers.
• Maintain efficient filing systems (digital and physical) and work with all departments to ensure proper document organization and retention.
• Support the maintenance of office supplies by monitoring inventory, evaluating products, placing orders, expediting deliveries, and verifying receipts.
• Assist with basic bookkeeping functions by maintaining organized receipts and financial records, processing invoices, entering data, tracking expenses, and supporting account reconciliations.
• Support grant reporting by gathering required documentation, tracking grant-related expenses, and assisting with preparation of financial and narrative reporting materials.
• Ensure proper operation of office equipment by coordinating preventive maintenance, troubleshooting issues, scheduling repairs, and tracking equipment inventories.
• Update and maintain office policies, procedures, and administrative systems to increase organizational efficiency and streamline internal processes.
• Assist with pre-screening potential employees, scheduling interviews, and supporting HR administrative tasks as needed.
• Plan and order lunch and other refreshments for meetings, events, or staff gatherings.
• Support planning and execution of company-wide events, including board meetings, trainings, community outreach events, and major annual engagements such as Pull Up & Pick Ups, Operation Sleigh Bells, and Power52 Live events.
• Volunteer at all community outreach activities and represent the organization with professionalism and enthusiasm.
• Manage office opening and closing procedures to ensure a safe, clean, and productive work environment.
• Proactively anticipate the needs of the executive team and staff to ensure a seamless and positive experience across all operations.
• Collaborate with colleagues across departments, contributing to team efforts and supporting organizational goals as needed.
• SELF STARTER!

PROFESSIONAL QUALIFICATIONS

• Proven experience as an Executive Assistant, Administrative Assistant, or similar role.
• Exceptional organizational skills with the ability to manage multiple priorities simultaneously.
• Strong written and verbal communication skills.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook) and cloud-based platforms (Google Workspace, Teams, Zoom, etc.).
• High level of professionalism, discretion, and confidentiality.
• Ability to work independently and as part of a team in a fast-paced and dynamic environment.
• Event planning or project coordination experience.

PERSONAL ATTRIBUTES

• Energetic, resourceful, and solutions oriented.
• Flexible and comfortable supporting diverse teams and workflows.
• Strong problem-solving ability and a proactive mindset.
• Enjoys the administrative challenges of supporting a mission-driven organization.

WORK EVIRONMENT

• Primarily in-office role Monday through Friday with occasional off-site event support.
• May require evening or weekend availability during special events.
• Fast-paced, collaborative, and hands-on nonprofit culture.

ADDITIONAL BENEFITS OF WORKING WITH A GRASSROOTS NONPROFIT

• Opportunities for growth into operations, project management, program coordination, or Chief of Staff pathways.
• High visibility and direct access to leadership, offering substantial professional development.
• Meaningful, mission-aligned work that directly impacts underserved communities.
• Flexible work culture that values initiative, creativity, and problem-solving.
• Ability to shape administrative systems and processes in a growing organization.
• A supportive team environment that encourages autonomy, innovation, and ownership of work.

THIS IS A HYBRID TRAINING COURSE. TRAINEES COME IN HOUSE TWICE A WEEK. CLASSES ARE MONDAY - FRIDAY 9:00AM - 1:00PM. Staff is in office Mon - Friday 8:30 am - 5:00 pm.

Power52 provides employment training for at-risk adults, returning citizens, and underserved individuals living in underserved communities across the state of Maryland that prepares participants for careers in the solar industry as well as other green job opportunities. 80% of the class is virtual with 20% in person for labs and performance exams.