Overview
Administrative Assistant Jobs in Newark, NJ at The Kintock Group
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.
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 [email protected]. 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.
Job Type: Full-time
Pay: $43,254.73 – $52,000.00 per year
Benefits:
401(k)
Health insurance
Paid time off
Schedule:
8 hour shift
Ability to Relocate:
Sparks Glencoe, MD 21152: Relocate before starting work (Required)
Work Location: In person
Title: Administrative Assistant
Company: The Kintock Group
Location: Newark, NJ
