Administrative Assistant

About Us

Arts for Learning Maryland (formerly Young Audiences of Maryland) is devoted to enriching the lives and education of Maryland’s youth through educational and culturally diverse arts programs. Through Arts for Learning, professional teaching artists from all disciplines partner with educators, schools, and school districts to provide—on average—over 530,000 hours of learning in, through, and about the arts to more than 165,000 Maryland students annually.

Arts for Learning is a mission-driven organization that values community, innovation, and passion. The staff, board, and teaching artists have a shared commitment to advance equity in the field of education by working tirelessly to generate opportunities for students to imagine, create, and realize their full potential through the arts.

Job Description:

The Administrative Assistant is a full-time, exempt position that will report to the Chief Education Officer and the Deputy Chief of Education. This individual will provide administrative and operational support to the Chief and Deputy Chief. Some evening and weekend work will be required. To perform this job successfully, an individual must be able to perform each duty satisfactorily. The requirements listed below are representative of the knowledge, skill, and/or ability required.

Responsibilities Include:

Administrative Support to the Chief Education Officer

• Serve as the primary point of contact and support on all matters pertaining to the Chief of Education, including:
• Perform daily administrative duties and tasks that include coordination of an active calendar of appointments, completing expense reports, composing and preparing correspondence, arranging travel plans, itineraries and agendas.
• Assist the Chief Education Officer with priority tasks related to program and business development
• Provide support to the Chief Education Officer in managing information flow and logistics for special projects.
• Proofread and format documents produced by the Chief Education Officer
• Write correspondence and other documents on behalf of the Chief Education Officer
• As needed, provide support to ASALA, SALA and PD teams, call center and EIR program.

Administrative Support to the Deputy Chief of Education

• Support and assist with coordination, delivery, set up, and implementation of educational programs such as the Teaching Artist Academy (TAA), Principal Fellowship Program and/or others as needed.
• Assemble packets, outreach, and other materials for these programs (nametags, binders, etc.).
• Collaborate with various internal departments, including assisting with the development and dissemination of marketing materials and assisting with data collection and other evaluation needs.
• Coordinate events and variety of programming activities, including securing space that meets program needs and handling all catering; schedule and manage internal and external meetings, while providing logistical support.
• Manage clerical and administrative duties, including but not limited to: making copies, taking meeting minutes, organizing supplies, setting and cleaning up meeting spaces.
• Coordinate logistics, including initiating, creating, and tracking communication and information flow with program participants, partners, and stakeholders.
• Review, assess, and appropriately route partner inquiries; monitor follow up action steps.
• Use multiple technical applications to organize and coordinate activities including word processing, database management, spreadsheets, graphics and presentation software, electronic calendar, and email.
• Work with the A4L staff as needed on special projects.
• Department meetings and other event planning support
• Manage department meetings as well as other meetings and events to plan, coordinate, and support, including:
• Scheduling meetings with programmatic partners, program participants, and other external stakeholders.
• Setting up and breaking down meeting rooms, including food and coffee preparation.
• As needed, compiling and distributing meeting packets in advance.
• Supporting/organizing special events, including planning, invitations, registration tracking, catering, set-up/break-down.
• As needed, support the transport of materials and supplies to various site locations.

General Office Support

• Provide office support to operations and administrative staff as needed including coverage of the front desk, answering phones, assisting with mail and meeting set up.
• Other duties as assigned

Qualifications:

• At least two years of experience in an administrative assistant role working with executive level staff.
• Excellent organization skills and attention to detail.
• Strong verbal, written, and interpersonal communication skills.
• Experience using Gmail, including Google Drive and Google Calendar. Ideal candidates would have some knowledge of donor management software and Salesforce.
• Willingness to adapt and be flexible on a daily basis, and flexibility to work at different levels, from making coffee and scheduling meetings to special events coordination and stakeholder support.
• Self-starter with strong problem-solving and decision-making skills who has the ability to prioritize, work under pressure, and multitask in a fast-paced environment.
• High degree of initiative; high energy, positive, “can-do” team player.
• Strong interpersonal skills and the ability to build relationships with stakeholders, including staff, board members, external partners, and donors.
• The ideal candidate will be passionate about advancing racial equity and the role the arts play as a transformational tool in our schools and communities.
• Current driver’s license is mandatory as the position requires travel throughout the city and across Maryland. Method of transportation is required to support the delivery of supplies and other materials needed for professional development sites.

Compensation:

We offer a starting annual salary of $54,500 and an attractive benefits package that includes medical, dental, and vision healthcare coverage, retirement contributions, and a flexible paid time off policy.

To Apply:

For consideration, please apply on our website at artsforlearningmd.org. Please do not send applications that include headshots or photos of yourself. No phone calls or recruiters, please. All employees will be subject to a federal and state background check in accordance with state and federal law.

Arts for Learning Maryland is an Equal Opportunity Employer committed to cultivating a diverse workforce and equitable workplace. We encourage applications from individuals of all backgrounds, regardless of race, ethnicity, gender, sexual orientation, gender identity and expression, age, national origin, veteran status, and disability. All qualified applications will be given equal opportunity.