We’re Hiring: Operations Manager/Executive Assistant
Operations Manager/Executive Assistant
Position Overview: We are seeking a highly motivated, detail-oriented Operations Manager/Executive Assistant to handle business operations as well as provide critical support to the CLA staff and board. This position will report directly to the Executive Director.
Salary Range: $47,000 to $67,000
Benefits: Health reimbursement account (QSEHRA) & 401K
Responsibilities & Learning Opportunities: CLA’s Operations Manager/Executive Assistant will oversee day-to-day business operations including operational management systems, bookkeeping and finance data reporting, human resources administration, and other administrative and organizational compliance duties. The position also requires support of the Executive Director and Board of directors for office management, scheduling board meetings and other CLA functions. Finally, the new team member will assist with outreach and fundraising with constituent database management and outreach campaigns.
Operations Management (50%)
- You will enhance CLA’s effectiveness by overseeing the day-to-day business operations. These duties include:
Systems: Create/improve operational management systems, processes and best practices; create/improve standard operating procedures (SOP). - Finance: Bookkeeping: track and code income and expenses & provide to external accountant on a monthly basis. Reporting: Examine financial data and run financial reports for executive staff. Budgeting: Work with Executive Director to develop and manage the annual budget & forecasts.
- Human Resources: Help manage administrative aspects of Human Resources (e.g. new employee forms; track PTO, assist Executive Director with payroll duties).
- Administration/Compliance: Help the organization remain legally compliant with corporate and nonprofit requirements (e.g. state & federal tax filings, non-profit registrations/permits/licenses, insurance renewals).
Executive Assistant/General Office Support
- Administrative email, assist the Outreach & Engagement Coordinator with referring potential clients to staff attorneys for intake, assist with handling mail, copies, scans, and providing other administrative support to CLA team members.
- Coordinate CLA meetings, conferences and events.
Fundraising and Outreach Support
With the guidance of the Outreach & Engagement Coordinator and Director of Philanthropy:
- Assist with maintaining and updating Constituent information database
- Provide assistance to Outreach & Engagement Coordinator drafting messaging and creating layouts for outreach mailings and social media campaigns.
Board Support
- Support CLA’s Executive Director and Board Officers with Board-related administrative needs including: Scheduling quarterly meetings; arranging logistics for in-person meetings and technology for remote participation; Collect and distribute documents for Board meetings; ensure CLA files are updated; Help plan & execute annual Board retreat.
Location & Time Commitment: We are a hybrid workplace, based in Annapolis, MD. The position is full-time, with an expectation of 75% remote and 25% in office.
Qualifications: 3+ of prior experience in business operations/administration. Must have the highest professional integrity and a desire to become part of a dynamic, flexible, and innovative team. Other qualifications include:
– Strong analytical, critical thinking, and problem-solving abilities.
– Knowledge of organizational effectiveness and operations management
– Experience developing and implementing standard operating procedures.
– Keen attention to detail, time management, and organizational skills.
– Strong oral and written communication skills.
– Familiarity with business and financial bookkeeping and reporting.
– Skilled database management and data entry.
– Self-starter, with strong goal-setting and planning skills.
– Sincere commitment to the values of CLA, including Diversity, Equity, Inclusion, and Justice.
– Desired qualification: Experience with law office management, and/or litigation support
Covid-19 vaccines are required for all employees.
Benefits: Chesapeake Legal Alliance values work-life balance as well as a family-friendly atmosphere. Benefits include:
Paid time off including holidays, vacation, sick, and parental leave
Health reimbursement account (QSEHRA).
Retirement account with employer contribution.
Values of Diversity and Equity: CLA is dedicated to creating an inclusive workplace for those of all ages and backgrounds. We celebrate the rich dimensions of diversity, such as race, ethnicity, gender identity, sexual orientation, socio-economic status, age, physical abilities, and religious and political beliefs. Diversity creates an awareness of, and respect for differences, and ultimately translates into increased understanding. We especially encourage members of communities that are traditionally underrepresented in the environmental movement to apply to join our team, including people of color, women, LGBTQIA people, those from economically disadvantaged communities, and differently abled people. Chesapeake Legal Alliance is proud to be an equal opportunity employer. We recruit, employ, train, compensate, and promote regardless of race, color, sex (including pregnancy), gender identity (including gender nonconformity and status as a transgender or transsexual individual), sexual orientation, religion, national origin, age, marital status, disability, veteran status, or any other legally protected characteristic.
To Apply: Please send a resume and brief cover letter to admin@chesapeakelegal.org. Your cover letter should include answers to the following questions:
- Tell us why you’d be ideal for this position;
- How your skills and experience match our desired qualifications, with particular focus on:
business administration and organizational compliance; bookkeeping and payroll management; and HR-related experience including PTO tracking and employee onboarding; - Tell us about yourself and why you want to work for CLA.
The application period is open until January 31, with a start date as soon as is practicable.
