Administrative Assistant; Part-Time

Rainbow Place Shelter is seeking a highly organized and proactive Part‑Time Administrative Assistant to provide essential support to the Executive Director and Director of Development. This role is ideal for someone who thrives in a mission‑driven environment and wants to contribute to the day‑to‑day operations and long‑term impact of an established and growing nonprofit.

Executive Director Support

• Maintain calendar, schedule meetings, and coordinate logistics for appointments, Board meetings, and community engagements.
• Monitor and verify the completion of post‑meeting follow‑up actions.
• Assist with document preparation, including reports, presentations, and correspondence.
• Track and organize contracts, leases, Memorandum of Understanding (MOU) documents, and other key operational files.
• Support vendor and partner communications as needed.

Director of Development Support

• Assist in managing donor database and tracking donations (e.g., enter data into donor CRM, issue acknowledgment and thank‑you letters).
• Support fundraising campaigns, including event coordination, invitation management, and sponsor outreach.
• Assist in compiling grant documents and deadline tracking.
• Help maintain updated records of required grant reports, funder communications, grant/funding application materials, and grant payments.
• Conduct donor and stakeholder prospect research and maintain accurate contact lists.

Administrative Duties

• Answer phones, monitor general email inbox, and route inquiries appropriately.
• Collect and distribute physical mail and packages.
• Order supplies and support light office management tasks as directed by the Executive Director.
• Support printing, mailing, and distribution of physical outreach and donor materials.
• Maintain digital filing system and shared drive organization.
• Perform other duties as assigned to support overall organizational operations.

Qualifications

• Strong organizational and communication skills.
• Proficiency in Microsoft Office Suite, Adobe, and Google Workspace – experience with Canva or other graphic design tools is also helpful.
• Familiarity with donor databases (e.g., Donor Perfect).
• Experience in a nonprofit or mission‑driven setting is a plus.
• Ability to manage confidential information with discretion.
• Friendly, reliable, and proactive with a commitment to Rainbow Place Shelter’s mission.

This is a part‑time position (20–25 hours/week), with flexibility in scheduling.

Hybrid work model available; some on‑site presence in Rockville is expected, especially for events and meetings.

Reports to the Executive Director; collaborates regularly with the Director of Development and other team members.

Please send your resume and a brief statement of interest to director. Applications will be reviewed on a rolling basis.

Rainbow Place Shelter has functioned as a seasonal overnight emergency hypothermia shelter in Rockville for women experiencing homelessness since 1982. Historically, the shelter has been open from November through March, keeping women safe in Montgomery County during the coldest months of the year. In addition to treating our guests with kindness and compassion, we actively help them transition out of homelessness and into more stable housing.

However, the COVID pandemic has brought change to many social service organizations, leading them to adapt to changing needs. We’re in the exciting process of expanding and shifting Rainbow’s mission to focus on youth/young adults 18‑24 years of age, including the LGBTQ+ community, with year‑round emergency shelter.