Temporary Executive Assistant & Office Coordinator

Description

Position Summary

Montgomery County Coalition for the Homeless (MCCH) seeks an experienced, organized, and dependable Temporary Executive Assistant & Office Coordinator for a short-term assignment from November 9 through December 14, 2026. The position provides immediate administrative support to the CEO, assists with development activities and year-end fundraising campaigns, and supports daily Administrative Office operations, including reception, scheduling, records management, and general office coordination.

The ideal candidate is a proactive, detail-oriented self-starter who can quickly learn procedures, manage competing priorities, coordinate with staff and outside partners, and provide responsive, professional customer service. Consistent on-site presence is required.

Essential Duties & Responsibilities

1. Executive & Development Support — 45%

· Manage the CEO’s calendar, appointments, scheduling, and meeting logistics.

· Prepare agendas, correspondence, presentations, briefing materials, and other documents; track action items, deadlines, and follow-up.

· Support the CEO with development activities, including year-end fundraising campaigns and related initiatives.

· Coordinate with Development staff, other MCCH colleagues, donors, vendors, and outside partners regarding campaign materials, activities, communications, and deadlines.

· Assist with donor correspondence, acknowledgments, event preparation, and campaign-related administrative tasks as assigned.

· Coordinate meetings with staff, community partners, and external stakeholders; assist with speaking engagements and organizational events.

· Provide general executive administrative assistance and support special projects as assigned.

2. Administrative Office & Front Desk Operations — 40%

· Maintain a welcoming, organized, and professional Administrative Office environment.

· Coordinate daily front desk coverage and volunteer schedules; orient and support front desk volunteers.

· Provide front desk coverage as needed, including greeting visitors, answering calls, and directing inquiries.

· Coordinate mail, deliveries, conference room scheduling, visitor arrangements, and meeting logistics.

· Monitor office supplies and assist with ordering and replenishment.

· Scan, organize, label, and electronically file financial documents, invoices, receipts, and administrative records; maintain orderly physical and digital files.

· Coordinate with Finance staff to ensure financial records are properly stored and available to authorized personnel.

· Assist with assigned administrative invoices and reconciliation of the CEO’s corporate credit card.

· Maintain organized reception areas and shared spaces; communicate building access, maintenance, and safety concerns to appropriate staff.

3. Organizational & Facilities Support — 15%

· Assist with staff meetings, organizational events, and special projects.

· Conduct periodic office walkthroughs and report maintenance or safety concerns.

· Coordinate routine office needs with the COO, building management, and vendors.

· Support office safety procedures and scheduling of required safety activities.

· Maintain administrative records and office procedures; perform other related duties as assigned.

Confidentiality & Professional Discretion

· Maintain strict confidentiality of executive communications, financial records, personnel matters, donor information, client information, and internal documents.

· Exercise discretion in handling confidential conversations, correspondence, and records.

· Securely scan, file, store, and share sensitive information only with authorized personnel.

· Comply with MCCH confidentiality, privacy, information-security, and document-handling policies.

· Do not disclose confidential information to unauthorized persons during or after the assignment.

· Sign MCCH’s confidentiality and nondisclosure agreement before beginning the assignment.

Required Qualifications

· At least three years of experience in executive assistance, administrative coordination, office management, development support, or a related role.

· Strong organization, time management, written communication, and interpersonal skills.

· Proficiency with Microsoft Office 365, including Outlook, Word, Excel, PowerPoint, and Teams.

· Experience with executive calendars, meeting coordination, and document preparation.

· Excellent customer service, professional judgment, discretion, and confidentiality.

· Ability to work independently, learn procedures quickly, and manage multiple priorities.

· Availability to work on-site in Rockville, Maryland, 40 hours per week for the assignment.

Preferred Qualifications

· Experience supporting a CEO or senior executive.

· Experience in a nonprofit or mission-driven organization.

· Experience with fundraising campaigns, donor communications, or development activities.

· Experience coordinating front desk operations or volunteers.

· Familiarity with office vendors, records management, and meeting logistics.

Physical & Work Environment

· Fully on-site role with regular interaction with staff, clients, volunteers, visitors, and external partners.

· Ability to work at a computer or reception desk for extended periods.

· Occasional movement of meeting materials or equipment weighing approximately 25 pounds, with reasonable accommodation as appropriate.