Administrative Services Specialist

We’re seeking a dependable, highly organized, administrative professional with operations experience to support Collab’s Executive Director as well as the programs, communications, and development.

ABOUT COLLAB

Collab is a growing non-profit organization that equips entrepreneurs with the confidence, resources, and skills to build new ventures that contribute to economic vibrancy in our community. We envision a Greater New Haven where civically activated businesses help create community wealth, livelihoods for families, and structural change. We prioritize partnering with people of color — particularly black and brown entrepreneurs — in order to help combat the structural racism, economic and otherwise, that has created and maintained the racial and gender wealth inequalities in our communities.

Collab was founded in 2017. In addition to hosting regular public events and 1-on-1 Office Hours, our core program is the Collab Accelerator. This is a 12-session, cohort-based program supporting early-stage ventures. As a part of all of our programming, we provide childcare, transportation, and interpretation services to ensure all ventures can be successful while working with us. The 111 ventures that have graduated from our Accelerator have collectively raised over $2,294,982 in follow-on funding through investment, loans, and grants, generated over $5,058,760 in revenue, and added or continued to support 240 full-time or part-time jobs.

THE POSITION

Reports to:
Executive Director

The Collab Administrative Services Specialist role is a full-time position responsible for providing a variety of administrative and Executive support duties and for ensuring the efficient organization and operation of the Executive Director. Must be a highly trusted partner responsible for exercising confidentiality, tact, and diplomacy. Accountable for instituting and conducting all phases of office procedures, coordinating and organizing projects for maximum efficiency, and implementing creative improvements to better manage workflow.

RESPONSIBILITIES

  • Support the Executive Director by performing advanced-level administrative work of complex nature including planning, coordinating, organizing, and producing work that requires a high level of discretion and confidentiality.

  • Manage Executive Director’s schedule, arranging appointments, travel, meetings, and conference calls.

  • Track expenses, and plan events and team activities.

  • Communicate on behalf of the Executive Director, with the ability to discern the most appropriate method of communication by assessing the situation and applying judgment.

  • Apply functional and business knowledge to compose external communications (articles, emails) from rough notes.

  • Assist the Executive Director in the development of presentations, grants, and proposals.

  • Keep the Executive Director advised of time-sensitive and priority issues, ensuring appropriate follow-up.

  • Oversee and coordinate administrative, program, and office activities.

  • Establish, select, implement, and coordinate office procedures and systems. Handle printing, faxing, mail, copying, filing, and email/messages.

  • Schedule departmental meetings; assist in the preparation and distribution of meeting agendas and materials.

  • Attend meetings and take notes of discussion; prepare minutes and summaries.

  • Update and maintain prospects and donors in Salesforce.

  • Assist Executive Director and Director of External Affairs with donor research.

  • Oversees the preparation of materials for grants, contracts, and budgets.

  • Communicate and track transactions and expenditures with the bookkeeper.

  • Provide communications support including social media, newsletters, and presentations

  • Provide logistics and communications support for programs - buy supplies (food or otherwise), send outreach emails, schedule marketing, assist with setup/cleanup, and other prep as needed.

Competencies needed:

  • Adaptability – Deals with change and ambiguity well; adjusts and alters behavior when change occurs so priorities are still met.

  • Self-Initiative – Ability to set their own priorities related to the organization’s goals without direction from others.

  • Resourcefulness – Finds ways around obstacles or lack of resources; addresses potential problems and obstacles with a high degree of professionalism and in a way that aligns with the company’s strategy.

  • Internal Drive & Responsiveness –Demonstrates a strong desire to achieve and be proactive

We are a small team that works closely together. The ideal candidate will be creative, entrepreneurial, and willing to be involved in higher-level strategy and planning for the organization. We believe every voice in the organization matters.

*Additional duties may be directed or asked by leadership at any time.

QUALIFICATIONS & EXPERIENCE

We recognize that experience and expertise come in a variety of forms. Below are the qualifications that we are looking for, but if you have different experiences and passions that you think make you a good fit for the role, please apply.

  • Keen attention to detail, organization, and project management ability (including budgeting and deadlines) and comfort working with many stakeholders and moving parts — strong organizational, administrative and time management skills. Ability to react quickly, shift priorities when needed and work in a deadline-driven environment, manage multiple priorities, and work with sometimes constant interruptions.

  • Excellent interpersonal skills, including the ability to communicate effectively and compassionately with co-workers, executive director, board members, and other stakeholders and to build productive relationships — ability to manage up

  • Dedication and enthusiasm around helping to create an inclusive entrepreneurial ecosystem for the region, commitment to Collab’s mission, and a strong lens for diversity, equity, and inclusion

  • Skilled written and oral communicator and comfortable with public speaking

  • Have experience working with individuals from a diversity of backgrounds

  • Comfortable with minimal directions but high expectations

  • Capacity to work both independently and collaboratively

  • Proficiency in Google Suite

  • Experience with Salesforce or other CRM

  • Experience with Quickbooks Online

  • Ability to work in or relocate to New Haven, Connecticut

Our Values

In addition, the successful candidate will demonstrate our organization’s values, defined in collaboration with our entire team:

  • Worthiness: We believe all humans are fundamentally deserving of the love, belonging, and connection they desire, and we seek to create spaces where there is no need for striving. 

  • Radical Care: We center the physical and emotional health and welfare of those we serve and seek to meet their felt needs before, during, and after their involvement with us.

  • Authenticity & Growth: We believe that creating the relational conditions for entrepreneurs to show up as their authentic, full selves begets both their personal and venture's growth. 

  • Justice & Solidarity: We acknowledge the past and current systemic issues causing wealth inequality, bolstered by racism and sexism, and support the efforts of frontline activists who are building power in our communities. In building toward the future, we are led by values of solidarity, mutualism, democracy, sustainability, and pluralism.

  • Abundance: We hold the value of abundance — a deeply held knowing of abounding fullness — and believe that there is much more than enough as an act of opposition and resistance to the culture of scarcity in our economic system.

More Details

Start date: Immediate

Location: New Haven, CT 
This position is expected to be full-time, in-person in New Haven, CT. Currently, we are hybrid in-person and remote, and have a flexible and adaptable work culture that creates space for individual needs, especially due to COVID-19. 

Salary will be commensurate with experience, starting at $52,000. Collab offers a comprehensive benefits package including health, dental, and vision.

To be considered for this position:

Apply for this position through Indeed.

Candidates can expect phone, Zoom, and/or in-person interviews, contingent on COVID-19. 

Collab Careers 

Collab is committed to being an equal opportunity employer. Collab does not discriminate on the basis of race, color, national origin, sex, gender identity, religion, sexual orientation, age, disability, parental status, veteran status, or any other protected status under applicable laws. We encourage individuals of all backgrounds to apply. If you are a qualified candidate with a disability, please email us at team@collabnewhaven.org if you require an accommodation to apply.