Employment Opportunities

Job Title – Administrative Coordinator  

Reports To
Director of Operations

Job Specifics
Part-time, hourly. Partial work from home/from MAA offices/occasional onsite consultations
Hours are flexible and range from 8-15 hours/week depending on season and workload
A desire for availability Tues-Thurs 12-4p preferred

Compensation
$18-$20, DOE once working solo. Training Wage: $15 until working solo

Overview

Marquam Auction Agency is your premier, minority-owned, operated and focused full-service fundraising agency changing the world one benefit event at a time through charity event planning, revenue strategy, consultation on marketing, fundraising + best practices and comprehensive benefit auctioneering services from certified Benefit Auction Specialists. Our professional auctioneers are graduates of accredited auction colleges and certified BAS (of which fewer than 1% of all auctioneers are nationwide).

MAA is rapidly expanding and seeks a professional, self-directed and collaborative person to support our team of benefit auctioneer specialists and keep our office systems organized while delivering sensational service to our clients and partners. The Administrative Coordinator will support the Director of Operations (DO) in managing Marquam’s behind the scenes work as well as supporting the administrative needs of the Founder and DO. 

We seek someone who is extremely efficient, detailed oriented and solution focused while being a great human and a skilled communicator. 

Application Process

If you desire a fun and supportive work environment where do-gooding is the norm with plenty of opportunity to grow – please send your cover letter + resume to [email protected] by May 22, 2023.

Please address in your cover letter how recent professional experiences have prepared you for success in this role and how this job fits into your long term professional goals.

RESPONSIBILITIES:

Human Resources

• Keep staff contact info current – internal + external
• Ensure all staff have access to contact information
• Work with social media manager to ensure all staff maintain current bios 
• Manage staff birthday calendar
• Track and maintain employee + contractor files and invoices
• Assist with onboarding new staff 

Event Support

• Maintain and prep clerk bags
• Monitor and order clerk inventory + office supplies
• Create and maintain event folders
• Upload relevant files for clients + auctioneers
• Create auctioneer meeting outlines. Execute HubSpot tasks as assigned
• Manage auctioneer + QuickStaff event calendars, meeting requests and meeting reminders for auctioneers and associated event consultations + meetings, follow-ups and events
• Occasional research + coordinating for traveling teams + booking travel reservations
• HubSpot deal, contact maintenance 
• Send follow-up recap email following consultation 
• Maintain drive event folder organization
• Scan\file event results + manage historical data
• Create + maintain event photo folders, share with event teams + social media manager prior to events
• Audit and tag relevant event photos suitable for marketing purposes, file accordingly.

Founder Support

• Direct phone calls + client intake/discovery to DO
• Respond to basic client inquiries within 1 business day
• Manage information flow between clients + staff
• Assist with client consultations documenting minutes + executing necessary tasks in real-time (as requested by auctioneers – track hours spent for net sheet)

Qualifications

• Minimum two years related detail-oriented experience; auction or nonprofit experience a plus!
• Proficient with: GMail, Google Calendar, DropBox, GoogleDocs, Google Drive, Google Sheets, scheduling conference/video calls, Excel, PPT and advanced word processing. Some design, basic social media and photo editing skills a fabulous plus!
• Ability to multitask, prioritize and execute in a dynamic work environment and tight timelines
• Strong attention to detail and ability to work with minimal supervision
• Solid soft skills, written + oral communication skills. Excellent phone etiquette
• Ability to develop effective work plans, organize details, set priorities and meet deadlines
• Absolute personal integrity, credibility, and loyalty
• Ability to uphold MAA’s brand values in all communications – both onsite and offsite
• Must be 18 years or older
• Must have a newer, working computer to access cloud based systems, reliable high speed internet access and long-term phone + consistent phone number
• Ability to travel to flagship office as needed
• Willingness to occasionally attend local and travel for non local events as requested 

Marquam Auction Agency is an equal-opportunity employer. We strongly encourage candidates of color and other underrepresented groups to apply. We value and encourage a culture of diversity and celebrate our employees’ multiple identities, including age, race and ethnicity, gender identity or expression, language, physical ability, religion, sexual orientation, socio-economic status and veteran status.

Come and change the world with us!   #DoGoodBeGood