Join our small, creative and dynamic team where your contributions matter. Leadership Baltimore County is seeking an administrative dynamo who is organized, driven and an out-of-the-box thinker to join our team on a part-time basis. Together, we direct an annual community leadership program and alumni activities.
Email cover letter detailing how you are qualified and resume to firstname.lastname@example.org.
TITLE: Administrative Specialist
BACKGROUND: Leadership Baltimore County, Inc. (LBC) is a federally recognized, 501(c)(3) nonprofit organization established in 1983. Its mission is to bring high achievers with diverse perspectives together to heighten their civic awareness, enhance their organizational effectiveness and become a driving force for positive change in their workplace and Baltimore County as a whole.
We achieve our mission by exploring the challenges and opportunities facing Baltimore County in monthly day-long sessions from September through June. The hallmarks of our sessions are: (1) engaging dialogues with the movers, shakers and decision-makers in Baltimore County; and (2) experiential in nature. Topics examined may include: economic development, education, public safety, social services, Baltimore County government, Maryland State government, transportation, healthcare, civic engagement, regionalism, diversity and the environment. Upon graduating from the ten-month program, LBC alumni engage in the community by taking on leadership roles with nonprofit and community organizations, and/or government advisory boards or task forces. LBC provides ongoing learning and engaging activities for its alumni of approximately 1,000 individuals.
LBC is an outcome-based organization. Performance excellence in quality as well as quantity is required. Position descriptions are a general depiction of assignments. Since LBC has a small staff and an extensive array of tasks, employees need to be flexible and can expect to be called upon in a variety of ways that cannot always be anticipated in the position description.
JOB OBJECTIVE: To ensure that all of LBC’s administrative and back-office functions run efficiently, effectively and at the highest level of excellence through the maximum use of appropriate technology.
ACCOUNTABILITY: Directly reports to the President/CEO.
CLASSIFICATION: This is a part-time, non-exempt position.
RESPONSIBILITIES: Provide all administrative support across all aspects of the organization.
- Assist in refining and implementing the CRM system (Salesforce)
- Determine new procedures, fields and functions necessary to provide LBC with the data it needs to run the organization in the most efficient and effective manner possible
- Ensure that staff is adequately trained in using the database
- Initiate and oversee continuous quality improvement
- Create monthly dashboard to reflect progress against goals as tracked by database and bookkeeping systems
- Maintain the database and email marketing platform (Salesforce and Mail Chimp) with up-to-date information on class members, alumni, dues, events, donors, stakeholders, etc.
- Research contact information for all various stakeholders
- Create ad hoc reports, as needed
- Maintain online member directory
A. Candidates / Class Members
- Arrange for all interviews upon receiving candidate application
- Schedule alumni to serve as interviewers
- Prepare and distribute application and other necessary documents to all interviewers
- Create and send acceptance packets to new class members
- Ensure receipt of and maintain all documents new class members must sign
- Identify and manage booking of opening retreat venue
- Prepare class roster and binders for Opening Retreat
- Assist with meals and refreshments for all events as needed (i.e., Information Breakfasts, Leadership Learning Days, Center Stage event, alumni events, etc.)
- Arrange for bus service for Leadership Learning Days, if needed
- Assist with other Leadership Learning Day preparation as needed, such as requesting and tracking all class members’ county districts for County Government day, all class members’ legislative districts for State Government Day, solicit volunteers for Social Services day, etc.
- Select, order and prepare commencement gift to class members
- Assist with alumni and public events as needed
- Send monthly pairing to previous class for suggested one-on-one meetings
- Coordinate membership dues mailings
- Create or update cover letter
- Create invoices
- Coordinate with volunteers to assemble snail mail portion
- Utilize software to send email portion
- Track payments in database, quick books and best class ever spreadsheet
Fund Development & Financial
- Prepare invoices for sponsors, tuition, and board pledges
- Enter transactions in QuickBooks, reconcile bank and investment accounts monthly
- Prepare financial statement reports for President & CEO
- Assist with sponsorship solicitations for Leadership Learning Days and All Class Reunion
- Assist with recruitment, as needed
- Provide accounting firm with documentation needed to prepare year-end financials and 990s
- Send calendar invitations to all board members each new calendar year
- Prepare and distribute board packets one week before each meeting
- Prepare and maintain electronic board binders
- Schedule new board member orientation meetings
- Ensure receipt of and maintain all documents board members must sign
- Secure location, order food and provide administrative support for annual board retreat
- Provide logistical support for committee meetings, as requested
- Manage technology support consultant(s)
- Order office supplies
- Create weekly staff meeting agendas
- Proven track record in database management / CRM systems, preferably Salesforce
- Knowledge and experience with bookkeeping and financial management
- Proficient in Microsoft Office Suite
- Demonstrated flexibility and excellent organizational skills
- Ability to pay close attention to detail with a high degree of accuracy
- Exceptional written, verbal and listening communications skills
- Ability to manage multiple assignments, set priorities, meet goals and deadlines, and adapt to changing conditions
- Ability to set and adhere to high standards
- Respect and appreciation for differing views as well as a sensitivity to those who may be “different” than you
- Ability to find solutions to problems using creativity, reasoning, and past experiences along with the available information and resources
- Ability to work well independently as well as part of a team
- Ability to exercise flexibility, initiative, good judgment and discretion
- Ability to plan activities and programs such as meetings, orientations, retreats
- Ability to work a variable schedule on occasion, including early mornings, evenings and/or weekends