Executive Assistant - to support the Executive Director of a literary nonprofit

CityLit Project is looking for a part-time Executive Assistant to support the Executive Director of this small, literary nonprofit in Baltimore, Maryland. This is an opportunity to join a growing literary organization, expand your literary community, and work in a flexible capacity during standard business hours that will start on-site and eventually become hybrid. (Contractual)

Position: Executive Assistant - Contractual, Part-time with the possibility of becoming Full-time. Purpose: To provide management and administrative support for the Executive Director.

Location:  Onsite to start but hybrid with the expectation of one day each week at the Motor House. The requirement is to be onsite for occasional events/meetings in Baltimore City. Candidates must be accessible and have transportation as needed.

Equipment: Must have your own computer

Compensation: $25 per hour, 20 hours weekly

Job Description:

1. Organizes, maintains and conducts efficient office functions, operations, and procedures as needed, including data entry, email, website updates, timelines, recordkeeping, clerical work, and attending meetings.
2. Supports all necessary functions for managing five annual signature CityLit Project events, including planning, author service, production timelines/documentation, day-of operations, etc.
3. Assists the Executive Director and Board in Salsa Labs-related work (engagement software), including managing newsletters and event registrations.
4. Communicates regularly with the Executive Director, and occasionally with board members, and partners in a timely, prompt, and transparent fashion.
5. Supports CityLit Project’s mission to enhance access to literature, craft, and opportunities in a small, urban, nonprofit setting.

The relationship will be evaluated within 90 days of hiring to determine whether it’s a good fit for both parties.

CityLit Project is a woman-led nonprofit that nurtures the diverse culture of literature in Baltimore and throughout Maryland with five signature events, CityLit Festival, CityLit Stage, CityLit Studio, Write Like a Mother Retreat (Scribente Maternum), and Home for the Heart to Live In (annual Cave Canem gathering). 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 local, regional, and national organizations with special emphasis on those that support youth in relationship to literature. CityLit Project is an equal-opportunity employer. Working with CityLit offers exposure to and experience with emerging and renowned literary artists and celebrated arts organizations, and fully engages the incumbent in serving 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, someone who will play a role in shaping the growth of CityLit behind the scenes where it counts. CityLit is a 501(c)(3) nonprofit founded in 2004 and is located at the Motor House.

citylitproject.org 

scribentematernum.com

 Executive Assistant’s Job Responsibilities include:

• 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 reports and recordkeeping
• 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.
• Working with professional volunteers named Gladiators for all CityLit projects and events.

Qualifications / Skills:

• Demonstrated ability to work efficiently and 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, and ability to meet and interface with VIPs and the public at events.
• Demonstrated success as a creative thinker and spokesperson.
• Accessible to Baltimore City.
• Self-motivated. A quick learner. Comfortable with technology.

Not required, but a huge plus:

• Experience 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, and clerical work
• Creating and implementing events
• Social media and database management

TO APPLY:

-Please send a one-page cover letter, a two-page resume, and three key references with contact information (name, title, employer, phone number, and email address).

-ALL three items must be included in the email to be seriously considered. We ask for three references up front to engage fully. Only serious candidates need to apply.

Send to info@citylitproject.org with Executive Assistant Position in the email subject line. Phone call inquiries will not be entertained.

DEADLINE TO APPLY: 

July 19, 2024, close of business.

No additional benefits at this time.

Perks:

- A chance to become a significant part of Maryland's literary community with partnerships across the nation.

-An opportunity for professional growth and participating in the growth of a small, literary nonprofit that is gaining a national reputation.

-Meeting and supporting emerging and renowned authors throughout the year.