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CityLit Project seeks Administrative Assistant

CityLit Project is looking for a part-time Administrative Assistant who will assist the Executive Director of this small, literary nonprofit located in Baltimore, Maryland. This is a chance to join a growing literary organization, expand your literary community, and work within a flexible, primarily remote schedule. (Contractual)

Job Description:

  • Organizes, maintains, and conducts efficient office functions, operations, and procedures as needed, including data entry, email, website updates, timelines, record keeping, clerical work, and attending meetings.
  • Supports all necessary functions related to managing three annual signature CityLit Project events, including planning, author service, production timelines/documentation, day-of operations, etc.
  • Assists the Executive Director and Board in grant preparation, reporting, and tracking.
  • Communicates with the Executive Director, board members, and partners in a timely, prompt, and transparent fashion.
  • Supports CityLit Project’s mission to enhance access to literature, craft, and opportunities in a small, urban, nonprofit setting.

Background of the Organization:

CityLit Project is a woman-led nonprofit that nurtures the diverse culture of literature in Baltimore and throughout Maryland with three signature events, CityLit Festival, CityLit Stage, and CityLit Studio. We create enthusiasm for literature, connect a community of avid readers and writers, and design opportunities for a broad audience to embrace the literary arts. CityLit serves a vibrant community of emerging and established writers, amplifies literature in numerous ways, and elevates voices often unheard and in need of a platform. We expand our network of artists by offering a wide array of creative and compelling programming on craft and critical issues, attracting writers and readers alike. We partner with organizations locally, regionally, and nationally, with a special focus on those that offer poetry and support youth. CityLit Project is an equal-opportunity employer. Working with CityLit will offer exposure to and experience with emerging and renowned literary artists and celebrated arts organizations and will fully engage the incumbent with what it takes to serve the vast and growing literary arts community in Maryland.

The ideal candidate will fit the culture of CityLit, which includes thriving in our mission to serve, having an entrepreneurial spirit, someone who’s adaptive to change, who’s not afraid to work hard and with intention in an environment that fosters growth, sparks creativity, who can play a role in shaping the growth of CityLit behind the scenes where it counts.

Job Responsibilities:

Maintain office efficiency by designing, planning, and implementing office systems and operations by establishing standards and procedures that include:

  • Data entry of constituent and donor info into Salsa Labs fundraising software
  • Assist in managing grants, including timelines, partial and final reports, and record keeping ○designing/maintaining digital and physical filing systems for all pertinent documents, proposals, correspondence, memoranda, etc.
  • Maintaining, managing, writing copy, and updating the website as needed via News, Resources, Events webpages, and periodic newsletters, especially for CityLit Project events, and eventually, necessary communication with the board, website manager, partners, existing and potential donors, and the literary community.
  • Arranging travel and accommodations for presenting authors.
  • Support, maintain, and monitor author and presenter database and communicate with authors/ presenters for critical information related to their presentations; create and maintain a system to repurpose it for easy and accessible use for event materials, a festival directory, and blogs/news on the CityLit website.
  • Assist with events on-site, virtual, and hybrid spaces, including event documentation, announcements, marketing, promotion, and follow-up.
  • Assist in achieving financial objectives by providing information to prepare annual and project budgets, tracking income and expenditures, analyzing variances, and initiating corrective actions.
  • Working on deadlines and accomplishing related tasks as needed in a timely fashion.

Qualifications / Skills:

  • Demonstrated ability to work independently.
  • Advanced in Google (Gmail, Docs, Sheets, Slides) and MS Office Suite (Word, Excel, PowerPoint). ●Proficient in managing organizational social media.
  • Excellent verbal and written communication skills.
  • Ability to multitask with a small team and adapt during crucial event times.
  • Excellent interpersonal skills, ability to meet and interface with VIPs and public at events. ●Demonstrated success as a creative thinker and spokesperson.
  • Candidates must be accessible and/or have transportation to Baltimore City as needed.

Not required, but a huge plus:

  • Experience in working with WordPress, Canva, and/or Salsa Engage CMS.
  • A team player and problem solver with a can-do spirit.
  • Passionate and knowledgeable about CityLit Project’s mission to enhance access to literature, craft, and opportunities in an expanding multicultural community.

Preferred Education and Experience:

  • Bachelor’s degree (B.A.) or four years of related work experience or equivalent in nonprofit administration for the humanities or other nonprofits.
  • Minimum 2 years’ experience in:
    • Office, administrative, clerical work
    • Creating and implementing events
    • Social media and database management
Salary Range
Employer Name:
CityLit Project
Job Title:
Administrative Assistant
Employer Website:
Employer Contact Information:
[email protected]
Job Submission Requirements:
Please send a cover letter, a two-page resume, and three key references with contact information (name, title, employer, phone number, and email address). Send to [email protected] with Administrative Assistant Position in the email subject line. Phone call inquiries will not be entertained. DEADLINE TO APPLY: September 15, 2022, close of business.
Benefit Package
This is a contractual, part-time position. Compensation is $25 per hour while averaging 20 hours weekly. This is a remote position, except during occasional events/meetings, which occur in Baltimore City.

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