The Mid-Atlantic Regional Council on the Ocean (MARCO) is seeking a part-time Administrative and Financial Assistant to support a small professional office. The successful candidate will exhibit the organizational and communication skills required to support MARCO and enable it to deliver products and services of value to the five member Mid-Atlantic States: New York, New Jersey, Delaware, Maryland, and Virginia.
The Administrative and Financial Assistant works on behalf of MARCO and serves at the pleasure of the MARCO Management Board of Directors. This is a one-year contractual position with potential for renewal, pending funds. The position is part-time (20-25 hours per week) with a regular schedule over a five-day workweek.
MARCO is a regional ocean partnership working on shared issues that benefit from interstate collaboration and coordinated problem solving. Established in 2009 by the Governors of New York, New Jersey, Delaware, Maryland, and Virginia, MARCO has identified four regional priorities for shared action to improve ocean health and contribute to the high quality of life and economic vitality of our region: coordinate the protection of important marine habitats, including sensitive and unique offshore areas; collaborate on a regional approach to support the sustainable development of renewable energy in offshore areas; prepare Mid-Atlantic communities for the impacts of climate change on coastal and ocean resources; and promote improvements in ocean water quality.
Education Minimum: Bachelor’s degree or equivalent professional experience
Experience: At least three years in an administrative support role; Primary Purpose, Duties, and Responsibilities
The Administrative and Financial Assistant will play an integral role in working with the MARCO Management Board and Staff in advancing MARCOs priorities to address challenges facing the ocean, and engage diverse ocean stakeholders and decision makers in meaningful participation in MARCOs initiatives. The Administrative and Financial Assistant will report directly to MARCOs Executive Director. The Administrative and Financial Assistant will:
Support Management Board calls and meetings, and stakeholder meetings and conferences, by setting up conference calls, taking and distributing meticulous notes, ensuring A/V equipment reservation and setup, negotiating hotel and venue contracts, developing agendas, making meeting packets, securing logistics and travel arrangements (travel, catering, etc.);
Track contractor’s budgets and invoices, works with MARCO staff to ensure contracts are progressing appropriately;
Oversee MARCO fiscal coordination, including processing travel and expense reimbursement requests, managing CSSF credit card expenses and reconciliation, tracking event or project-specific budgets, and developing and maintaining overall financial tracking spreadsheets for budgets and expenditures;
Plan, coordinate, and direct administrative support activities;
Anticipate Board and staff administrative needs and make recommendations to address those needs;
Manage the Executive Director’s schedule and maintain and update team calendars;
Make travel reservations and arrangements for Executive Director and other MARCO staff;
Hosts and runs webinars and serves as AV/IT lead for MARCO staff (e.g. contact website and email hosting service to troubleshoot issues; follow-up on any outstanding Helpdesk tickets);
Serve as a liaison for office space issues, inventory and purchase of equipment and supplies;
Collect and maintain contact information for stakeholders and partners in a shared contacts spreadsheet; and
Additional duties as requested by Executive Director, including special projects, to support MARCO.
Knowledge, Skills, and Abilities
Excellent written and verbal communication skills;
Skilled in office procedures, protocols, and standard computer software programs for word processing, spreadsheets, and databases, as well as knowledge of Google drive;
Proficiency in financial management and tracking;
Ability to take accurate and error-free meeting and call notes;
Strong personal initiative, problem solving skills, creativity, and ability to work independently and as a member of a team; and
Collaborative, flexible, and self-directed work style.
Application To apply, please send your resume, three references, salary requirement, and a cover letter summarizing your experience and why you are interested in this position via email to: Kaity Goldsmith, KGoldsmith@MidAtlanticOcean.org
Applications are due by March 18, 2016.
Experience Three or more years of experience in an administrative and operational support role.
Compensation. No medical or retirement benefits will be provided, however paid vacation and sick time are provided. The Administrative and Financial Assistant will be a self-employed contractor and is responsible for all taxes. Position is via contract with the Coastal States Stewardship Foundation (CSSF), MARCOs fiscal sponsor.
Working Conditions Work location is Annapolis, Maryland. Some occasional travel will be required. Must provide own transportation. Reimbursement is available for travel, supplies, equipment, and consumables.