The Administrative Assistant to the Chief Operating Officer of the Baltimore Office of Promotion & The Arts is a regular full time non-exempt position, reporting to the COO. Primary responsibilities are to assist with a wide range of Finance/Admin Department related office functions in addition to coordinating the volunteer program.

Responsibilities

Maintaining an efficient, organized Chief Operating Officer’s office:

Manages the appointment schedule and notifies COO in advance of schedule changes to ensure an efficient work day.

Assembles correspondence, files and other materials in preparation for meetings so that the meetings are run in an organized fashion.

Exercises sound judgment, tact and courtesy when answering telephone calls, emails and correspondence for the Chief Operating Officer maintaining a professional image of the office.

Provides information/answers to routine inquiries from community groups, representatives of organizations, city agency directors/employees and the general public not requiring the Chief Operating Officer’s attention to ensure information is disseminated in a timely manner.

Maintains personal and confidential files so that sensitive information is kept up to date.

Writes and types letters, reports, emails, etc. involving a variety of materials and situations so the office remains organized.

Routes and controls correspondence, information or work instructions to staff; control responses to items requiring action to ensure all deadlines are met.

Maintains files/binders of the Chief Operating Officer to ensure information is accessible and current.

Reconciles monthly credit card reports, providing proper account coding and receipts via Tallie.

Provide team work environment with general office functions:

Relieves receptionist of front desk responsibilities resulting in a team approach that promotes cross training.

Assists with special projects to guarantee information is disseminated in a timely manner.

Provide support to the Finance/Admin/HR Department:

Serve as back-up to Director of HR for processing bi-weekly payroll.

Serve as the Account Administrator for Docusign in addition to BOPA’s Contracts Administrator.

Assist the Finance department by reconciling weekly deposit reports via Bill.com.

Organize professional meetings for BOPA events:

Contacts others to schedule dates or conferences for the Chief Operating Officer.

Prepares meeting agendas, notices, minutes and follow-up material per the directive of the Chief Operating Officer.

Disseminates agendas or other pertinent information to meeting attendees.

Create and maintain permit and special events calendars:

Keeps Chief Operating Officer informed of non-BOPA events for planning purposes.

Tracks permits authorized by the Chief Operating Officer.

Assist HR Director with building a vibrant volunteer corps to assist with the organizations’ events:

Communicates with BOPA staff to determine their volunteer needs.

Outreach to current and potential volunteers for BOPA events through internet, social media, clubs and organizations, etc. to recruit and communicate volunteer opportunities to all volunteers.

Maintain a volunteer database so that a corps of people can be engaged in BOPA events.

Identifies a working relationship with other volunteer organizations resulting in wider reach to new audiences for upcoming events.

Create and maintain community and school volunteer outreach programs to increase the volunteer base.

Create and send out periodic email blasts to potential volunteers to engage volunteers on a regular basis.

Arrange volunteer appreciation events/opportunities to engage current volunteers and reward them for their time donated to the organization.

Write and communicate detailed information and procedures to volunteers of an event in order to clarify roles, responsibilities and standards.

Correspond via email, social media, mail or phone with explicit instructions of where to park, what times to report and what duties they will be assigned to so that volunteers are efficient and knowledgeable about their job.

Answer any and all questions volunteers may have on their assignments to ensure clear direction of their role.

Ensure that critical volunteer roles are filled as much as practical.

Match volunteers with positions that require specific skills or experience.

Manage volunteer headquarters at events for check-in and monitors on-site fulfillment of volunteer positions, making adjustments on-site as needed to ensure a well-run, positive and safe event.

Create and distribute post-event surveys to volunteers regarding their experience.

Assist HR Director with maintaining and building a successful collegiate internship program:

Recruit students from colleges and universities to participate in a semester internship.

Work with BOPA staff to determine the need and work load of the intern resulting in a defined role of the intern and positive experience.

Arrange interview appointments for potential students of the internship positions to properly select a qualified candidate.

Conduct the interview of the potential intern with BOPA staff to ensure all office policies and expectations are reviewed.

Provide parking locations, report times and general office information; providing clarity on their internship role and responsibilities.

Update Intern Handbook to ensure consistency with BOPA Employee Handbook.

Assist HR Director with hiring production assistants (PAs) for festivals:

Recruit, interview, conduct reference checks, and hire staff that provides a consistent, high quality level of support to Festival Director, Festival Coordinators, Chief Financial Officer and other BOPA staff at Artscape, Baltimore Book Festival, Light City and other special events.

Issue contracts and new hire paperwork to ensure that all legal requirements are met.

Submit check requests as needed with appropriate back-up to ensure that PAs are reimbursed for parking/other expenses in a timely fashion post-event.

Qualifications

Excellent oral, interpersonal and written communication skills

Proficient in MS Word and Excel

Database experience preferred

General knowledge of computer operations and database programs

Ability to multi-task in a fast paced environment a must