Overview
Administrative Director Jobs in Boston, MA at NON PROFIT ORGANIZATIONS
Administrative Director Functions
Act as central point for communications with the membership
Serve as central point of contact for the ,Board, volunteers, donors, and vendors
Handle day-to-day administrative tasks, answer phones, manage and update database
Maintain calendar
Liaise with volunteers
Maintain orderly records
Membership Management
Manage member database
Annually update member categories
Run reports as requested
Manage the member resignation and reinstatement process
Manage annual dues process
Send Welcome Packet to new members
Accounts Receivable/Accounts Payable
Record all incoming funds and allocate donations
Review invoices from all vendors
Ensure payments are made
Operations
Manage physical building operations
Manage telephone, internet, web-hosting, and other technology services; identify opportunities for technology improvement
Serve as lead on repairs and emergency service calls
Secure building entries and exists
Open and sort mail; receive deliveries
Manage office supplies
Communications
Support monthly communication and publication of the monthly e-newsletter
coordinate submissions for the monthly newsletter
edit and proofread submissions
basic graphic design and layout, as needed
Liaise with volunteers for event communications
Support the Board in drafting communications
Make strategic recommendations for when to use printed vs. electronic communications
Events
Support multiple annual events
Prepare event sponsor solicitations, invitations, donor cards, nametags, etc. in collaboration with Event chairs
Liaise with caterers and other event vendors in preparation for and on the day of the event
For all other events, coordinate with members on event set-up
Ensure proper clean-up after events, including communicating procedures for closing-down building
Board Meeting Preparation
Send out scheduling reminder for each board meeting
Build board meeting agenda with President
Prepare and print board packet, including materials as requested by board members
Oversee dissemination of Annual Appeal communications
Collect and record donations
Coordinate “thank you” notes
Annual Audit
Manage the annual audit process, including:
preparing QuickBooks files to send to auditors
running specific reports on donors/donations, including corporate sponsorship
providing auditors with board minutes from the year, list of the board of managers, investments information
answering auditors’ questions throughout process
Annual Meeting
Oversee planning of annual meeting in conjunction with the President, including:
Notify Secretary of deadline to provide ballot the membership
Draft invitation and any printed mailings
Create electronic slate and ballot
Record votes
Prepare meeting materials
Set-up audio-visual for annual meeting presentation
Website
Update and maintain website with current Board Members, Events, and other relevant information
Identify opportunities to improve the digital member experience
The Operations Manager role as described involves a wide range of responsibilities, requiring a diverse set of skills to effectively manage communications, membership, financial processes, events, operations, and more. These skills collectively help in executing the wide range of responsibilities outlined, ensuring the smooth operation and continuous improvement of the organizations activities and member services.
Communication Skills
Excellent written and verbal communication skills for liaising with members, board, volunteers, donors, and vendors.
Ability to edit, proofread, and prepare communications materials for newsletters and events.
Organizational Skills/Attention to Detail
Strong organizational skills to manage calendars, records, and administrative tasks efficiently.
Ability to coordinate events and meetings by preparing agendas, reports, and materials.
Keen attention to detail for maintaining accurate records and ensuring quality in communications and event planning.
Interpersonal Skills
Exceptional interpersonal skills for interacting with a diverse group of individuals including board members, volunteers, donors, and vendors.
Customer service skills for handling inquiries and managing relationships.
Technical Skills
Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint) and database management.
Familiarity with maintaining websites and using electronic communication tools.
Basic graphic design and layout skills for publications and marketing materials.
Project Management Skills
Ability to manage multiple tasks and projects simultaneously, ensuring timely and accurate completion.
Skills in planning and executing events, as well as managing operational and maintenance schedules.
Problem-Solving Skills
Address issues as they arise and improve processes.
Ability to make strategic recommendations for process improvements and technology enhancements.
Time Management Skills
Capability to manage time effectively, prioritize tasks, and meet deadlines.
Job Type: Full-time
Pay: $60,000.00 – $65,000.00 per year
Schedule:
8 hour shift
Ability to Commute:
Boston, MA 02108 (Required)
Ability to Relocate:
Boston, MA 02108: Relocate before starting work (Required)
Work Location: In person
Title: Administrative Director
Company: NON PROFIT ORGANIZATIONS
Location: Boston, MA
