Administrative Specialist

CULTURE: LBC has a small staff of three full-time employees. We work closely together, collaborating, communicating daily, and taking shared responsibility for the success of the organization. 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 from creating the strategy to tracking data on paid memberships 
• Arrange for all candidate interviews and manage acceptance packages and enrollment forms 
• Coordinate on-boarding of new board members by scheduling orientation and managing annual documents 
• Plan and produce class “binders” including preparing class roster and program materials for electronic and printed versions for the annual Opening Retreat 
• Underpin the management of organizational projects  

Schedule Management 

• Draft Program Year Schedule for each new cohort avoiding conflicts with LBC meetings, religious holidays, school closings, sports events, and major regional events 
• Send calendar invitations to board members, cohort members, and event registrants  

Event and Meeting Production 

• Identify and manage logistical needs for retreats, board, and committee meetings, including but not limited to securing venues, catering, and materials 
• Make all necessary preparations for meetings and retreats including packing and delivering needed equipment and materials, and setting up the venue  
• Attend board meetings and retreat days, manage catering, and take meeting notes  
• Prepare thank you letters to retreat speakers 
• Create a Campaign/Event in Salesforce for all events 
• Manage event registration including but not limited to, creating a Campaign/Event in Salesforce, preparing registration list and name tags, and updating attendance records in the database 
• Select, order, and prepare commencement gifts for the Commencement Celebration 

Data Management 

• Preside over the quality of data in Salesforce and Mailchimp by initiating new procedures, adding fields, and functions as needed, and connecting staff with training resources 
• Create dashboards and ad-hoc reports  
• Update and maintain current data 

Financial Management 

• Manage all bookkeeping functions in QuickBooks, including entering transactions, recording deposits, preparing invoices, paying bills, collecting receivables 
• Reconcile monthly bank and investment accounts and prepare monthly financial statements 
• Provide accounting firm with the documentation needed to prepare year-end financials and 990 
• Create thank you letters for donors 
• Assist with sponsorship solicitations 

Other 

• Maintain appropriate level of office supplies 
• Create weekly staff meeting agendas 
• Duties as assigned 

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.