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EAGB Job Opportunity: Office & Programs Administrator

EAGB Job Opportunity: Office & Programs Administrator

 

                                                                                                                                                                                                                           Position to be filled immediately 

Position Description and Application Instructions

Office & Programs Administrator

Office & Programs Administrator

The Economic Alliance of Greater Baltimore (“EAGB” or the “Alliance”) is seeking an Office & Programs Administrator to join our team. This currently part-time position manages the overall physical office for EAGB, serves as the executive assistant to the President & CEO and COO, is the lead admin for the EAGB Board of Directors and its committees, and supports programs as needed that are related to the mission of the organization.

Workplace Location: Baltimore City, Maryland

Organizational Mission: The Economic Alliance of Greater Baltimore (EAGB) brings together business, government, education and non-profit leaders to market the Region’s economic development assets and opportunities.

Summary: The successful candidate will be a customer-service focused, articulate, highly organized and energetic team player who wishes to be a part of a professional and efficient small team. The ideal applicant has experience with hands-on small office operations and management, and a background in board and program administration. Executive administrative support and/or economic development office experience preferred.

Responsibilities

  • Responsible for day-to-day office management & administrative functions including but not limited to:
    • Staffing of office during business hours, liaising with facilities management, managing facility equipment and related EAGB requests/needs, administering phone/copier/IT services; managing mail and office supplies
    • Provide exceptional customer service, including answering of office phone (low volume) and related follow-up with clients, overseeing organizational calendar management, scheduling of meetings and delivery of relevant communications
    • Administer and maintain primary documents for the organization with confidentiality and discretion, including contact lists and business and legal documents
    • Provide supplementary administrative support for EAGB staff and activities as needed
  • Program administration for EAGB-sponsored or partnered projects and events:
    • Work with external partners to provide administrative support for EAGB event and program responsibilities
    • Track sponsorship budget and manage invoicing
    • Work in partnership with the EAGB marketing coordinator to ensure that website and digital media updates are accurate and complete
    • Staff events and manage registration process as applicable
    • Provide status updates as needed to President/CEO and EAGB team
  • Provide executive administrative support to President/CEO, COO, and the functions of the EAGB Board, Executive and Advisory Committees, and Marketing Communications Sub-Committee with confidentiality and discretion:
    • Send and receive communications and assist with calendaring meetings and phone calls
    • Manage meeting invites and RSVPs including interaction with EAGB investors, partner organization representatives, and their admins
    • Manage meeting logistics including reservation of space, catering, and audio/visual requirements
    • Prepare meeting materials for both electronic and hard copy distribution
    • Staff meetings and produce meeting minutes as needed
  • Work with COO to provide general bookkeeping administration and support
    • Manage investor invoicing, documentation, and follow-up; provide ongoing investor status reports to the President/CEO and COO
    • Assist with general filing and bookkeeping, including, but not limited to, accounts receivable, accounts payable and bank deposits
    • Manage internal operations functions and documents such as paid leave tracking and reconciliation of monthly expense reports
  • Assist with marketing work plan strategies
    • Provide support to the EAGB marketing coordinator to optimize growth of the organization’s email distribution list
    • Assist with outreach and general research for EAGB monthly newsletter content
    • Work with the EAGB research & data specialist for projects as needed
  • Seek continuous improvement and cost-effective systems for the office and related administrative functions to streamline efficiencies
  • Limited staffing of after-hours events and meetings as required

Required Qualifications

  • Minimum of an associate’s degree with 2+ years relevant professional experience; may substitute a combination of 5+ years of professional experience and post-secondary education 
  • Highly proficient written and verbal communication skills
  • Advanced computer skills specific to Microsoft Outlook, Word, Excel and PowerPoint
  • Ability to maintain confidentiality and ethical standards
  • Professional demeanor with exceptional interpersonal skills including the ability to interact with executives and contacts at all levels
  • Attentive to details providing a high level of accuracy
  • Efficient time manager; organized and motivated for continuous process improvement
  • Self-motivated with the ability to multi-task in a rapidly changing, modern, small-business office environment

Preferred Qualifications

  • Familiarity with the Greater Baltimore region and enthusiasm for its success and growth
  • Interest in economic development
  • Executive administrative support and/or economic development office experience preferred
  • Digital marketing and event platform/software experience preferred, MailChimp/Eventbrite/Canva

Position is to be filled immediately; resumes will be received until filled.  Salary commensurate with experience.

The Economic Alliance of Greater Baltimore is committed to fostering a diverse and inclusive workplace. The Alliance considers qualified applicants for employment without regard to, and does not discriminate on the basis of, gender, race, color, national origin, sexual orientation, religion, protected veteran status, disability, or any other legally protected status.

To Apply: Interested applicants should forward cover letter, resume and salary requirements to Sharon Markley Schreiber, COO, at smarkleyschreiber@greaterbaltimore.org.

About the Economic Alliance of Greater Baltimore: The Economic Alliance of Greater Baltimore (EAGB) brings together business, government, education and non-profit leaders to market the Region’s economic development assets and opportunities. For more information, visit http://www.greaterbaltimore.org

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