Administration & Operations Manager

CHAI: Comprehensive Housing Assistance, Inc. is a nonprofit housing and community development organization serving northwest Baltimore. For almost four decades of community service, CHAI has been forging deep connections and helping residents of all ages thrive, making our neighborhoods a stronger, better place in which to live, learn, and grow older.

Administration & Operations Manager

Please note: The title of this position has been updated from Operations & Governance Manager to Administration & Operations Manager. The scope of the role and job responsibilities remain the same.

Baltimore, MD | Full-Time | Exempt

Reports to: VP, Community Housing & Development

Application Requirement

To apply, please submit your resume and a brief written response (250 words or fewer) to the following question:

Describe a time you anticipated a need for a senior leader or prevented a problem before it escalated. What actions did you take and what was the outcome?

We recognize that writing tools, including AI, are widely available. While you may use tools to support clarity, responses should reflect your own experience and thinking. Generic answers without specific examples will be less competitive than thoughtful, experience-based responses.

About CHAI

CHAI strengthens the fabric of neighborhoods connected to Jewish Baltimore through housing and community development, so residents of all ages can thrive.

As An Agency Founded In The Jewish Community, CHAI’s Work Is Informed And Inspired By Jewish Values, Teachings, And History. We Are Guided By

• Respect (Kavod) — honoring others through actions
• Community (Kehillah) — finding strength in the collective
• Diversity (B’tzelem Elohim) — seeing humanity and dignity in all people
• Integrity (Derech Eretz) — acting ethically and responsibly
• Drive (Ometz Lev) — motivation to the highest level of service
  
  

We envision a resilient and inclusive northwest Baltimore where neighbors feel deeply rooted in their homes and community.

Position Overview

The Operations & Governance Manager is a strategic administrative leader who partners closely with the CEO and senior leadership team to maximize organizational effectiveness.

This role blends high-level executive support, board governance management, and administrative team leadership. It ensures that CHAI’s leadership and governance operate with clarity, discipline, and professionalism.

The ideal candidate exercises strong judgment, manages competing priorities with confidence, anticipates needs, and improves systems. This is a high-visibility role that requires strong professional judgment, discretion, and comfort operating in complex, fast-paced environments.

What Success Looks Like (First 6–12 Months)

• Senior leaders report improved clarity and prioritization of their time
• Routine challenges and unexpected issues are managed effectively and at the appropriate level, preventing unnecessary disruption and allowing senior leadership to remain focused on strategic priorities
• Board materials are distributed accurately and on schedule
• Administrative workflows are streamlined and documented
• Front desk and administrative operations run consistently and professionally
• The building and office environment remain orderly and well-functioning, with any operational issues addressed promptly and at the appropriate level
• Sensitive matters are handled with sound judgment and discretion
• Administrative staff have clear expectations and accountability structures
  
  

Key Responsibilities

Executive Leadership Support

• Provide comprehensive administrative support to senior leadership, including complex scheduling, preparation of materials, and proactive anticipation of needs.
• Coordinate meetings across senior leaders, board members, and other external stakeholders, aligning calendars and resolving scheduling conflicts with sound judgment.
• Communicate directly, and on behalf of executive leadership, with the Board of Directors, committee members, CHAI staff, community stakeholders, and external partners, as directed.
• Prepare, edit, and manage correspondence, reports, spreadsheets, presentations, and governance materials, including development of PowerPoint and other visual presentations for internal and external use.
• Track action items across leadership and board commitments and ensure timely follow-through.
• Provide administrative support as needed related to conference participation, reimbursements, and documentation.
• Manage agency memberships, subscriptions, and executive signature requests.
• Provide additional administrative and operational support to advance leadership and governance priorities as needed.
  
  

Board & Governance Management

• Serve as the primary administrative liaison to the CHAI Board of Directors.
• Maintain and manage the Board Portal, ensuring timely and organized distribution of materials.
• Schedule Board and Committee meetings, coordinate logistics including room setup and tech/platform management, and track attendance.
• Prepare accurate, professional minutes for Board and Committee meetings, including occasional early morning or evening meetings.
• Coordinate communications and materials for the Annual Meeting, Board meetings, Committee meetings, and occasional special events.
• Ensure governance processes are followed and required documentation is maintained in accordance with agency standards.
• Support additional Board committees and governance-related activities as needed.
  
  

Operations & Administrative Leadership

• Supervise front desk and administrative staff, ensuring professional coverage of calls, mail, email, and visitors; provide backup coverage during staff absences or high-volume periods as needed.
• Establish, document, and improve administrative systems and workflows to strengthen efficiency and consistency.
• Oversee day-to-day administrative operations, addressing operational matters with independent judgment and escalating issues appropriately when guidance or approval is required.
• Identify operational gaps and recommend practical solutions to senior leadership.
• Serve as the primary point of contact for office vendors and service providers (e.g., facilities, cleaning, landscaping, IT support).
• Oversee and strengthen agency file management systems, ensuring consistency, accessibility, and compliance across departments.
• Monitor office technology needs and coordinate with IT support as necessary.
• Support a professional, inclusive, and well-functioning office environment.
  
  

Core Competencies

• Judgment & Prioritization: Makes sound decisions about competing demands without constant direction. Knows when to act independently and when to escalate.
• Managing Up & Anticipation: Anticipates executive needs and prepares leaders for high-stakes interactions.
• Operational Systems Thinking: Improves processes and workflows rather than simply maintaining existing systems.
• Professional Presence & Discretion: Handles confidential and politically sensitive matters with maturity and awareness.
• Supervision & Accountability: Sets clear expectations, provides feedback constructively, and ensures follow-through.
• Communication & Clarity: Produces clear, organized written and verbal communication tailored to audience.
• Feedback & Growth Orientation: Receives feedback constructively and adjusts approach accordingly.
  
  

Qualifications

• 5 years supporting senior leaders in complex, fast-paced environments
• Demonstrated responsibility for managing competing priorities and sensitive communications
• Experience supporting board governance or nonprofit leadership preferred
• Supervisory experience preferred
• Bachelor’s degree preferred or equivalent professional experience
  
  

Work Environment & Expectations

• Full-time, in-office presence required (5 days per week); occasional early morning or evening meeting support as needed. Hybrid flexibility may be considered in the future based on business needs and performance
• Ability to move supplies or equipment weighing up to 20 pounds
• Interest in working within a Jewish-rooted organization serving diverse neighborhoods in northwest Baltimore
• Comfort operating in an environment with clear expectations, regular feedback, and shared accountability
  
  

Compensation & Benefits

The salary range for this position is $75,000–$90,000, commensurate with experience and demonstrated competency.

CHAI offers a competitive benefits package designed to support employees’ health and well-being. Benefit-eligible employees have access to:

• Medical insurance
• 401(k) plan with 100% immediate vesting of employer match
• Employer-paid Life/AD&D and Long-Term Disability
• Optional employee-paid coverage including Dental, Vision, Short-Term Disability, supplemental and specialty plans, and FSA/HSA options
• Waived membership fee to the Baltimore Jewish Community Center
• Wellness programming, Employee Assistance Program (EAP), and access to a benefits hotline for personalized support
  
  

CHAI also offers generous paid time off, including vacation, sick leave, and paid holidays to support rest and well-being.

How To Apply

Please submit your resume along with a brief written response to the following question (in lieu of a cover letter):

Describe a time you anticipated a need for a senior leader or prevented a problem before it escalated. What actions did you take and what was the outcome?

Please limit your response to 250 words or fewer.

We recognize that writing tools, including AI, are widely available. While you may use tools to support clarity, responses should reflect your own experience and thinking. Generic answers without specific examples will be less competitive than thoughtful, experience-based responses.

CHAI believes that Black lives matter. We are committed to fostering a safe, anti-racist environment. Together, through open dialogue, we will continually learn and grow with a goal of achieving a culture that promotes justice and pushes for systemic change. We commit to ensuring that the voices influencing our actions are inclusive and representative. We stand firm in our belief that racial equity is essential to strong community.