Office Manager

Office Manager

Reports To: President of Maryland Retailers Alliance

Location: Annapolis, Maryland

Employment Type: Part-time (expected 20 hours per week), hybrid with minimum 1-2 days in office per week

• $40,000 - $50,000
• Office reimburses $25 per month for use of personal phone to receive forwarded office calls during hybrid hours.
• Office reimburses gas for use of personal vehicle outside typical office location expectations (e.g., travel within the state to review an event venue).

The Maryland Retailers Alliance (MRA) was established in 1948 to represent the interests of the retail industry on the state level, and the organization’s membership now represents thousands of retail locations across the state. As the retail community’s major trade association, MRA is a diverse and broad-based organization covering all segments of the retail industry. MRA not only represents the traditional retail business industry in Maryland, but also manages the Maryland Chain Drug Store Association and the Maryland Food Dealers Council.

The Executive Liaison serves as the primary administrative support for the MRA, overseeing daily office operations and ensuring efficient management of organizational functions. The position requires strong small organization accounting skills, organizational skills, attention to detail, and the ability to multitask in a dynamic environment. The Executive Liaison plays a key role in supporting the President and ensuring the smooth operation of MRA’s activities.

• Financial management including managing accounts payable and receivable, processing check deposits remotely, bookkeeping, reconciling credit card transactions, maintaining financial records, running balance sheet and profit loss documents monthly and assisting the President in budget preparation.
• Office management including maintaining inventory of office supplies, helping manage maintenance of building, overseeing office rental and parking tenant relationships, managing office maintenance contracts and utility billing.
• Clerical duties including answering and directing phone calls, setting up meetings, handling inquiries when possible, mail sorting, maintaining the office and President’s calendars including interfacing with the offices of various elected officials at the state and local level.

• Dues management including issuing and tracking member invoices through Quick Books and following up on overdue membership dues.
• Preparation of minutes, materials, and other documentation for executive and board meetings.
• Member information and point-of-contact organization including use of Zoho CRM and Constant Contact.

• Planning annual meetings/events including coordinating venue and catering contracts, communicating with vendors, event PR materials in Canva and managing attendee registration as well as payment.
• Attending and providing on-site support for all in-person MRA events.

• PAC management including maintaining a legislator donation list, ensuring accurate addresses for PAC contributions, and preparing and submitting the annual campaign finance report.

Experience:

• Demonstrated experience with using Quick Books for financial management for a small business or organization.
• Three (3) or more years of office administration experience or two (2) or more years of retail or food service management experience.

• Familiarity with Canva for graphic design purposes (invitations, slide show presentations, etc.).
• Familiarity with Outlook for email and calendar management.
• Familiarity with Microsoft One Drive for office filing management.