Now Seeking: SHP Administrative Director

CLICK HERE FOR ONLINE APPLICATION

POSITION DESCRIPTION

The Administrative Director will serve as a member of The Superhero Project’s senior team and will be an integral part of our organization’s internal and public-facing work. This is a newly created half-time position that will directly support the Executive Director in daily operations of the organization with scheduling, correspondence, data management, expense tracking, and communications. They also will assist with the management of new and existing initiatives. 

JOB RESPONSIBILITIES

  • Executive Director Support: Ensure the executive director’s time is maximized effectively, recommending and making adjustments to daily schedules, meeting requests, and initiative deadlines based on shifting priorities. Track and ensure that follow-up action items are completed.

  • Communication Triage: Communicate effectively, both verbally and in writing, on behalf of the organization with families, donors, vendors, and others as needed. Prioritize and assist with responses to emails, calls, and requests addressed to the organization, determining the staff member to which they should be delegated, while determining which require immediate attention and which can be deferred.

  • Calendar/Event Management: Assist with the organization and scheduling of meetings, appointments, and events for the executive director, ensuring scheduling conflicts don’t occur. Determine planning timelines, coordinate volunteers, communicate with venues, order supplies, manage registration, and (when possible) oversee events in person for smooth implementation.

  • Meeting Coordination: Coordinate and oversee logistics for meetings, events, and other initiatives. Organize necessary materials for meetings, take minutes, and ensure follow-ups are addressed. Prepare the executive director as needed, ensuring they are well-informed and equipped to handle all discussions.

  • Document Preparation: With the executive director, develop outlines, compile necessary information and visual assets, edit, and proofread organizational newsletters, documents, presentations, and reports.

  • Operations Handbook: Interview existing staff to develop an operations and employee handbook with job descriptions, instructions for various tasks, policies and procedures, administrative info, and other important material to ensure organizational continuity. 

  • Program Assistance: Working with SHP staff, manage new and/or existing initiatives by developing and maintaining workflow processes, timelines and budgets, recruiting participants, serving as a liaison between staff members and with stakeholders, and/or other duties dictated by the program scope.

AN IDEAL CANDIDATE WILL:

  • Appreciate and respect the organization’s mission and core values: imagination, inclusion, representation, and joy.  

  • Demonstrate sensitivity and absolute discretion with confidential family information. 

  • Work collaboratively with colleagues and stakeholders to achieve goals. Listen openly and empathetically to contribute to a positive work environment.

  • Share information and communicate effectively to assist staff in making decisions, solving problems, and improving workflow. Receive, offer, and address feedback respectfully. 

  • Actively look for ways to assist the team and improve operational efficiency within the organization. Plan, conduct, take notes during, and follow up after staff meetings. 

  • Skillfully employ effective time management to coordinate multiple activities simultaneously.  Assess and prioritize to complete tasks within deadlines.

  • Act independently on assigned tasks and exercise independent judgment based on analysis and experience. Work within defined timelines and budgets. Willingness to learn and tackle new challenges that emerge in this new position.

 

SKILLS & QUALIFICATIONS

  • We’d be particularly delighted to hire someone who has a demonstrated interest in doing social impact work benefiting youth, shown by previous volunteer or work experience.

  • Minimum of two years’ experience as an administrator or related position; associate or bachelor’s degree and/or roles in the nonprofit sector preferred, but not required.

  • Schedule flexibility – limited evening and weekend hours may be requested. For Cleveland area candidates only: while the work is remote, some in-office and events hours will be requested.

  • Exceptional organizational, time management, and multitasking skills, with the ability to think several steps ahead. Adaptable and resilient in fast-paced environments.

  • Extraordinary people skills and ease working with individuals with diverse backgrounds and abilities. High emotional intelligence with the ability to anticipate needs and think critically.

  • Excellent written and verbal communication abilities.

  • Proven ability to handle sensitive and confidential information with discretion.

  • Strong proficiency in Google Workspace (Drive, Docs, Sheets, Slides, Meet) and experience in or comfort learning additional technology platforms, including MailChimp, AirTable, Bloomerang, Zoom, and Microsoft Office Suite (Word, Excel, PowerPoint).

 

SALARY

The starting pay for this half-time role (approx. 20 hrs/wk) is $22/hour. Includes 10 days of PTO. 

 

YOU SHOULD APPLY

The Superhero Project community is a diverse one. We hire great people from a wide variety of backgrounds, not just because it’s the right thing to do, but because it makes our organization stronger in delivering social impact. We encourage members of traditionally underrepresented communities to apply, including people of color, LGBTQ+ people and people with disabilities. We know there are great candidates who might not check all of the qualifications listed above or who possess important skills we didn’t consider when designing this new position. If that’s you, don’t hesitate to apply and tell us about yourself.  The three short narrative questions in the application are important, both as a reflection of who you are and why this position and our mission are compelling to you and as a demonstration of your communication skills. 

 

Online applications will be reviewed as they are submitted until the position is filled.

Email questions to hello@superheroprojectkids.org.