Join our small, creative and dynamic team where your contributions matter in our organization and in the community. Leadership Baltimore County (LBC) is seeking an administrative leader who is organized, driven and an out-of-the-box thinker to join our team. Together, we direct an annual community leadership program and alumni activities.
Highly organized, thoughtful, detail-oriented candidates who thrive in a team environment are encouraged to apply.
Draft job description below. Final version will be posted on April 3.
TITLE: Administrative Specialist
BACKGROUND: Leadership Baltimore County, Inc. (LBC) is a federally recognized, 501(c)(3) nonprofit organization established in 1983. LBC’s 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.
Our mission is achieved through two programs: Signature and Alumni. Our Signature Program explores 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 activities in and out of the “classroom.” 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. Our Alumni Program provides ongoing learning and engaging activities for its alumni of approximately 1,300 individuals.
Position descriptions are a general depiction of assignments. Since LBC has a small staff and an extensive array of tasks, our team is flexible and expects to be called upon in a variety of ways that cannot always be anticipated in the position description.
CULTURE: LBC has a small staff of three full-time employees. We work closely together, collaborating, and communicating daily. We value systems thinking (viewing each of our projects as they fit within our current goals and objectives, organizational mission, the needs in our region, and the greater good), critical thinking (challenging the status quo and initiating continual improvement), and courageous authenticity (speaking up for what you believe.)
JOB OBJECTIVE: Contribute to the overall success of LBC by serving as LBC’s administrative leader including, but not limited to, streamlining administrative functions, managing projects, orchestrating seamless schedules, co-producing events, and facilitating communication with internal and external stakeholders.
ACCOUNTABILITY: As part of a collaborative team, the Administrative Specialist reports to the President/CEO on certain work areas and to the Assistant Director on others.
CLASSIFICATION: This is a full-time, exempt position.
SCHEDULE: LBC’s work schedule is Monday – Friday 9 a.m. – 5 p.m. at the office in Sparks, MD. Partial remote work and/or adjusted hours can be requested after a 90-day probationary period. Attendance is required at in-person events including a two-day retreat in September, ten Retreat Days October through June and alumni events which may occur in the mornings or evenings.
RESPONSIBILITIES: Initiate and implement all administrative functions across all aspects of the organization.
Project Management
Plan and implement LBC’s annual alumni membership campaign
- Draft strategy based on the budget
- Create or update cover letter
- Create invoices
- Generate mailing lists
- Coordinate membership packet mailing with printing company
- Utilize Salesforce to send email reminders
- Track payments in database and QuickBooks,
- Monitor progress of “best class ever” competition for the class with the highest percentage of memberships
Arrange for all candidate interviews and subsequent onboarding
- Schedule alumni to serve as interviewers
- Match candidates with available interview slots
- Prepare and distribute applications and other necessary documents to all interviewers
- Collect candidate rating sheets after interviews
- Create and send acceptance packets to new cohort members
- Ensure receipt of and maintain all documents new cohort members must sign and remit
- Coordinate on-boarding of new board members
Schedule new board member orientation meeting annually
- Prepare and update electronic board manual annually
- Collect and maintain all annual documents board members must sign and remit
- Plan and implement the production of class “binders,” including preparing class roster and program materials for electronic and printed versions of the binders for the annual Opening Retreat
- Underpin the management of organizational projects
Schedule Management
- Draft Program Year Schedule for each new cohort to avoid conflicts with LBC meetings, all religious holidays, school closings, sports events, and other major regional events
- Provide all logistical details for committee meetings, as requested
- Send calendar invitations to all board members for four annual board meetings
- Send calendar invitations to all cohort members for all retreats and events
Event and Meeting Production
- Identify and manage booking of all board meetings and retreat venues
- Create Zoom meetings for virtual and hybrid events
- Order meals and refreshments for retreats, board meetings, and events, as needed
- Prepare and distribute board packets one week before each meeting
- Pack and deliver all supplies and equipment to retreats and events
- Attend retreat days, manage registration and catering, assist with note taking and photography
- Prepare thank you letters to retreat speakers
- Create a Campaign/Event in Salesforce for all events
- Track event registrations, resolve any registration errors, prepare registration list and name tags, and update attendance record in database for all events
- Provide post-event attendance and financial reports on alumni events to the Alumni Engagement Committee
- Select, order, and prepare commencement gifts for cohort members
Data Management
- Preside over the quality of data in Salesforce and Mailchimp by:
- Initiating new procedures, adding fields, and functions as needed
- Connecting staff with training resources
- Creating dashboards for board meetings
- Updating information on class members, alumni, memberships, events, donors, stakeholders, etc.
- Creating ad hoc reports, as needed
- Updating and maintaining online member directory
Financial Management
- Prepare invoices for sponsors, partners, tuition, and board pledges
- Create thank you letters for donors
- Enter transactions in QuickBooks, reconcile bank and investment accounts monthly
- Cut checks to vendors and record check deposits bi-monthly
- Prepare monthly financial statements
- Assist with sponsorship solicitations for Retreat Days, alumni events, and Commencement/All Class Reunion
- Assist with recruitment, as needed
- Provide accounting firm with documentation needed to prepare year-end financials and 990
Other
- Maintain appropriate level of office supplies
- Create weekly staff meeting agendas
QUALIFICATIONS:
- Ability to manage multiple assignments, set priorities, meet goals and deadlines, and adapt to changing conditions
- Excellent time and task management skills, including managing up to help keep projects running smoothly
- Proven ability 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
- Effective written, verbal and listening communications skills
- Ability to set and adhere to high standards
- Respect and appreciation for diverse perspectives 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 initiative, good judgement, and discretion
- Ability to work a variable schedule on occasion, including early mornings, evenings and/or weekends for scheduled meetings and events
To Apply: Submit resume and cover letter detailing how you are qualified to info@leadbaltimore.org. Applications without a cover letter will not be considered. Applications will be considered on a rolling basis until the position is filled. LBC is an equal opportunity employer and encourages candidates from less represented groups to apply.