Manager, Administrative Services
The Manager, Administrative Services provides management and support for the Administration Group, ensuring the delivery of superior service and office administration. The Manager, Administrative Services acts as a liaison for constituencies served by the Administration Group. The Manager, Administrative Services must thrive working within an environment that is mission-driven, results-driven and focused on customer and vendor solutions, ensuring flexibility always. The ideal individual will have the ability to exercise good judgment in a variety of situations, with strong written and verbal communication, administrative, and organizational skills, and the ability to maintain a realistic balance among multiple priorities.
Reporting to the SVP / Chief Administrative Officer, this position works cross-functionally to provide support and service both internally and externally.
- Administrative Support: Completes a broad variety of executive level administrative tasks for the CAO and the Leadership Team including: managing a complex calendar of appointments; completing expense reports; composing and preparing correspondence that is sometimes confidential; arranging complex and detailed meeting and travel plans, itineraries, and agendas for professional and personal purposes, ensuring a smooth and well communicated plan; and compiling documents for all meetings.
- Office Management/Administration: Maintain positive, productive relationships with consultants and suppliers. Serves as the first contact with Candler Building landlord for any tenant questions/issues. Oversee invoice processing that relates to administrative services, including vending, copiers, printing, uniforms, etc. Responsible for managing Executive travel, including vendor relations. Work with Leadership Team to understand and execute spatial configuration of Candler Suite.
- Supervision and Management: Accountable for managing the reception area and Administrative support personnel by providing direction for tasks, determining priorities, evaluating performance, and making disciplinary & staffing decisions when appropriate.
- On Demand Services:
- As requested, accountable for supporting the work of the BOD, to include coordinating meetings, materials preparation and communication management. Consistently convey a responsive, service orientated posture to internal and external constituencies.
- As requested, plans, coordinates and ensures the CEO's schedule is followed and respected and creates win-win situations for direct access to the CEO's time and office. Works closely and effectively with the CEO to keep him well informed of upcoming commitments and responsibilities, following up appropriately. Acts as a "barometer," having a sense for the issues taking place in the environment and keeping the CEO focused on key priorities.
- As requested, communicates via email, phone, and in person on behalf of the CEO. Provides miscellaneous personal support; may include scheduling personal appointments, personal travel arrangements, run errands such ordering and picking up lunch, etc.
- Document Management: Accountable for the design, management and maintenance of the Administration group records for compliance and ease of access.
- Budget Accountability: Responsible for managing the budget for the Executive Office administrative support and the Uniform Program.
- Impeccable judgment and ability to assess needs
- Consistent focus on anticipatory and proactive support
- Expert technical knowledge in full utilization of information management
- Excellent communication abilities, including outstanding written, articulation and listening skills
- Highly adept at strategic schedule and calendar management
- Knowledgeable and efficient domestic and international travel coordination and management
- Experienced and creative problem solver
- Strong relationship management experience and skill
- Exceptional organizational skills with close attention to detail
- Minimum of 10 and up to 15 years of relevant experience managing complex office administration; a minimum of 5 years' experience as a liaison for internal and external customers
- Prior experience managing administrative teams and their output, or similar management experience
- Bachelor's degree in business, communications, or a related field
- Strong technical skills, expert-level knowledge of Microsoft Office suite
- Demonstrated experience in delivering meticulous support; engaging as a service provider to high level constituents
- Able to work effectively with keen awareness of political sensitivity and confidentiality
- Strong ability to prioritize and make independent decisions regarding the priorities; ability to apply and provide context, giving direction with strong understanding of the big picture
- Commitment to the Aquarium's mission and conservation
The National Aquarium is committed to diversity and invites individuals who bring a diversity of culture, experience and ideas to apply.
ABOUT OUR WORK ETHIC
The work environment at the National Aquarium is high-energy and high-performance. The pace is very fast, and change is constant. In those ways, it is not like some traditional nonprofit workplaces where work responsibilities may be predictable and unchanging, or expectations unclear. Here, we hold ourselves to very high expectations. Ours is a stimulating workplace that attracts unique and energetic people. It's also a culture of continuous improvement, which means we're constantly seeking to move from good to better to best.
The reason for this is the urgency of our mission. We are focused on changing the way humanity cares for our ocean planet. Our mission and communications are rooted in evidence-based science. We are at the center of Baltimore's renaissance, a major player in restoring its iconic Inner Harbor, and deeply committed to inspiring our guests to become "hope-filled conservationists" on a national and international scale.
If you believe this is the kind of environment where you could thrive, we want you on our team. If your talents and our culture are a match, we will invest in your success and you will grow in ways you never imagined.
ABOUT THE NATIONAL AQUARIUM
Recently named one of Baltimore's Best Places to Work, the National Aquarium opened in 1981 as a nonprofit aquatic education and conservation organization, the jewel of the city's Inner Harbor redevelopment. SmartCEO Magazine honored the National Aquarium with the Healthiest Workplace award and the Corporate Culture award in 2016. With a mission to inspire conservation of the world's aquatic treasures, the Aquarium is consistently ranked one of the nation's two top aquariums and has hosted over 51 million guests since opening.
Today, the National Aquarium builds on a 36-year history of local, regional and global conservation initiatives that provide real solutions for protecting marine life, ecosystems and aquatic communities. Its Animal Rescue team has rescued, rehabilitated and released hundreds of marine mammals and endangered sea turtles throughout the Mid-Atlantic region. Its Animal Welfare and Science teams participate in important research efforts to confront pressing ocean conservation issues and advocate for smarter policies at local, state and federal levels. Through education, research, conservation action and advocacy, the National Aquarium is pursuing a vision to change the way humanity cares for our ocean planet.
HOW TO APPLY
Meet Some of National Aquarium's Employees
Conservation Project Manager
Curtis works with Baltimore students and community members participating in conservation projects. His goal is to empower Chesapeake Bay Watershed residents to become environmental stewards of their own communities.
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