|
Job Title |
Administrative Manager |
|
Hours |
Full-time, 40hrs |
|
Classification |
Exempt, permanent |
|
Supervisor/Hiring Mgr. |
CFO |
ABOUT BOSTON ATHLETIC ASSOCIATION
Founded in 1887, the Boston Athletic Association (B.A.A.) is a non-profit organization with a mission to promote a healthy lifestyle through sports, especially running. The B.A.A. is committed to a world where all people can access and benefit from running and an active lifestyle. The B.A.A. advances its mission and vision by organizing mass-participatory running events such as the Boston Marathon, creating or supporting community fitness events, and sponsoring a running club that serves the greater Boston area.
Since the B.A.A renewed its commitment to youth running in 1997, nearly 35,000 Boston-area youth have experienced the inspiration and excitement of a B.A.A program. Through the generous support from adidas and the City of Boston, the B.A.A. expanded its efforts and remains committed to introducing and encouraging the sport of running in the lives of Boston-area youths. Looking forward, the B.A.A. will deepen its commitment to broadening access to running across a variety of communities through the newly established Boston Running Collaborative.
The B.A.A. believes that everyone—no matter their race, gender, or background—should be able to advance their well-being safely and without fear or discrimination of any kind. The organization is committed to achieving a greater level of diversity on its staff and understands the importance of representation in all aspects of its work, whether internal or external. To learn more about the B.A.A.’s commitment to racial justice, please click here. To learn more about the B.A.A’s history, programs and team, including their planned leadership transition, please click here.
ABOUT THE ROLE
The Administrative Manager is a central role reporting to the B.A.A.’s CFO. This role is primarily responsible for all elements of the B.A.A.’s administrative functions including office space, facilities and property management, insurance matters, and event support such as hotel accommodations. Supporting a range of administrative duties for various work groups, the ideal Administrative Manager will have excellent communication and organizational skills. This role has responsibilities in both the Boston and Hopkinton offices.
RESPONSIBILITIES
Administration
· Serve as lead point of contact for the B.A.A. Board of Governors and B.A.A. Membership.
· Arrange all logistics for monthly Board meetings including assembling and distribution of materials monthly Board mailings.
· Actively expand the B.A.A.’s outreach to the Membership by developing and implementing an action plan with documented protocols to enhance & expand on their future activities.
· Liaise with World Marathon Majors on access to events, credentials, tickets, and invitational entries
· Partner with Special Events team to support non-Marathon special events
· Develop and track progress against office administration and travel budgets.
· Lead annual commercial insurance renewal across multiple lines of liability coverage
· Serve a lead point of contact in the event of an insurance claim, with assistance from CFO.
· Manage incoming and outgoing COI requests & records.
· Log, maintain, and update driver clearances for auto liability coverage.
· Provide technology equipment support with CIO, including new employee equipment set up.
Facilities:
· Oversee B.A.A.-owned property in Hopkinton and facilitate with property manager on tenant related matters, building maintenance, and property management budget.
· Manage floor plan and space adjustments in conjunction with office space changes, additions to staff, and redesign of B.A.A. office use.
· Serve as main point of contact for Boston and Hopkinton office and space matters, including but not limited to security, access, alarms, work orders, etc. Inclusive of B.A.A.’s Distribution Center space for security and access matters.
· Manage office support service vendors, including but not limited to IT Support (3rd party), internet and phone providers, security and alarm contacts, building management, etc.
· Ensure office spaces are stocked with necessary supplies and equipment.
Professional Athlete & Event Admin Support:
· Manage of Pro Athlete air and ground travel, visas, invitations, accommodations, & USADA programs in and out of competition.
· Support gathering Pro Athlete statistics, biographical data, and technical requirements (uniform & shoe) for B.A.A. events
· Organization of hospitality services for all Pro athlete events in coordination with Special Events Manager
· Facilitate appearances of Pro Athletes in coordination with Marketing & Communications
· Manage and coordinate hotel accommodations for B.A.A. staff, Board, key vendors or consultants, and special guests for the Boston Marathon and B.A.A Distance Medley Events.
· Support B.A.A. Event Operations and other groups with large group meetings as needed.
WHO WE’RE LOOKING FOR
· Minimum 2-3 years’ experience in office management or high-touch administrative role
· Excellent written/verbal communication & organizational skills
· Exceptional attention to detail with complex work & discretion with sensitive materials
· Project management experience with ability to manage multiple workstreams with varying timelines & multiple stakeholder groups
· Desire to pick up and drive projects to completion with urgency
· Positive, flexible attitude and ability to thrive as part of a high-performing team
· Skilled in Microsoft Office applications, particularly Excel.
· Salesforce & Adobe Suite experience preferred.
· Experience working in endurance events or similar industry preferred
· Willingness to perform other duties as assigned
WORK EXPECTATIONS AT THE B.A.A.
The role will also require working some weekends and nights approaching scheduled B.A.A. events. There may be longer work hours surrounding event production. Limited local travel required.
COVID-19 Guidelines
We continue to adapt to safety protocols related to COVID-19 as we understand them. All
candidates must comply with B.A.A.’s current COVID-19 Guidelines, including B.A.A.’s
vaccination requirement. All employees must receive at least the first dose of the vaccination
no later than one week after their start date, and must be fully vaccinated no later than 4 weeks
later. For the purpose of this policy, individuals are considered fully vaccinated for COVID-19
two weeks after they have received the second dose in a two-dose series (Pfizer-BioNTech or
Moderna) or two weeks after they have received a single-dose vaccine (Johnson and
Johnson/Janssen).
We require all employees to receive the COVID vaccine. For the safety of the community, B.A.A.
employees are expected to obtain COVID tests if they have symptoms or have traveled by plane.
Quarantining may be required after air travel.
Offer of employment will be contingent upon proof of full COVID-19 vaccination.
COMPENSATION & BENEFITS:
The salary range is competitive and commensurate with lived and professional experience. The B.A.A. will promote your professional growth and development by providing access to:
● Competitive health & dental insurance plans with employer contributions of at least 80%
● Life insurance, short term, and long-term disability plans funded 100% by the B.A.A.
● A private option for Paid Family & Medical Leave with up to 26 weeks of paid leave per year for qualifying leave events.
● 401K matching dollar-for-dollar up to 4% after one year of service, elective deferrals may begin upon hire
● Paid vacation based on years of service
● 11 paid holidays: 9 scheduled and 2 floating
● Professional development allowance
● Remote work flexibility
HOW TO APPLY
Please send resume & cover letter to opportunities@baa.org to apply.
The B.A.A. is an equal opportunity employer and does not unlawfully discriminate against employees or applicants for employment on the basis of an individual’s race, color, religion, creed, sex, sexual orientation, gender identity, national origin, age, disability, marital status, veteran status or any other status protected by applicable law.
