Administrative Assistant – Chesapeake Bay Foundation (Annapolis, MD)

Hiring Organization:
The Chesapeake Bay Foundation

City:
Annapolis

More Info

Application Deadline:
November 15, 2021

The Chesapeake Bay Foundation seeks an Administrative Assistant to be based at the Philip Merrill Environmental Center in Annapolis, MD.

THE CHESAPEAKE BAY FOUNDATION

Established in 1967, the Chesapeake Bay Foundation (CBF) is the largest regional nonprofit conservation organization dedicated to saving the Chesapeake Bay, its rivers and streams, and the wildlife that call it home through education, advocacy, litigation, and restoration. Since 2010, CBF has engaged in a focused effort to defend and implement the Chesapeake Clean Water Blueprint, a binding federal and state collaborative agreement aimed at reducing pollution to the science-based, legally-affirmed levels established by the U.S. Environmental Protection Agency (EPA). The Blueprint is expected to be fully implemented by 2025. If the states and the federal government achieve Blueprint goals, the Bay will finally—after decades of failed efforts—be removed from the Clean Water Act’s impaired waters list. Successfully implementing the Blueprint depends on a well-informed, engaged, active, and diverse constituency of members, advocates, and volunteers who speak up and take action to save the Bay.

 

CBF has a staff of approximately 210 employees working in offices in Annapolis, Maryland; Richmond and Virginia Beach, Virginia; Harrisburg, Pennsylvania; and Washington, D.C. as well as 15 field education program locations. Our staff and volunteer corps work throughout the region educating students and adults, advocating for clean water policies, restoring waterways, and litigating when necessary.

CBF’s headquarters office in Annapolis, Maryland is the Philip Merrill Environmental Center, the world’s first U.S. Green Build Council’s LEED platinum building. In 2014, CBF opened the Brock Environmental Center—one of the world’s most energy efficient, environmentally smart buildings—in Virginia Beach, Virginia.

CBF has an annual budget of approximately $30 million and is supported by over 300,000 members and e-subscribers. For more information on CBF, please visit cbf.org.

 

CONTEXT OF THE POSITION

The Chesapeake Bay Foundation seeks an Administrative Assistant to be based at its Philip Merrill Environmental Center headquarters located in Annapolis, MD. The role of the Administrative Assistant is to provide administrative support to the President, Chief Development Officer, and to their Executive Assistant, at the direction of the Executive Assistant.

 

Essential functions include:

 

  • Transcribe dictation; draft correspondence, call reports, and other documents
  • Process incoming mail; follow check receipt procedures working with Development Support Services
  • Manage credit card and personal expenditures, prepare, code, and submit bills, invoices, receipts, and expense reports
  • Complete timesheets & other forms
  • Assist in scheduling meetings; reserve meeting rooms, provide set-up and logistical support
  • Screen phone calls, greet visitors, and respond to unscheduled callers with high level of customer service
  • Set up meetings & donor lunches, and make other event catering arrangements
  • Provide logistical support for Development events including department staff meetings, celebrations, fundraising events
  • Select, highlight, and circulate relevant articles to the department, format articles for use in emails and packets for donors
  • Order and maintain supplies
  • Help maintain Development work area, making sure the area is tidy and organized, checking on supplies of publications
  • Support Board of Trustees meeting and event logistics including room set-up, catering, AV, and material preparation
  • Help prepare and executive numerous mailings including donor solicitation letters, proposals, and reports
  • Provide a high level of technology support for phones, PowerPoints & presentations, Outlook, donor database, copiers & printers, personal devices when possible, and other; coordinate with IT when needed on behalf of President & VP for technology issues
  • Provide presentation support, including developing/editing PowerPoint or other presentations when necessary
  • Help maintain and update donor database; add notes, scans of correspondence and other paperwork
  • Assist with special projects & manage other duties as assigned
  • Work to ensure that systems, organizational culture, and practices are aligned with CBF’s mission, values and commitments related to DEIJ.
  • Develop and refine programs and activities to ensure equitable practices and support the development of a diverse and effective team.
  • Ensure an inclusive working environments that supports diverse populations

 

 

PREFERRED PROFESSIONAL EXPERIENCE AND QUALIFICATIONS

 

1-3 years’ experience in a comparable position and Bachelor’s degree preferred. Incumbent must possess excellent customer service, strong writing skills, and advanced knowledge of standard office equipment and computer systems, including Microsoft Office, word processing, spreadsheets, database, mailings, network, and presentation software.  Must be energetic, highly organized, and dedicated to getting things right. Experience working in a donor database software a plus.

Ability to communicate effectively with people from diverse backgrounds and experiences. Ability to receive and give supportive feedback to foster equity and inclusion in working relationships. Ability to recognize, nurture, and learn from strengths in co-workers. Having flexibility to accomplish job responsibilities in several work environments, whether it be from home, on the road, or in an office.

 

 

Salary Range:  $42,000- $47,000

 

To apply, please send resume and cover letter through job posting on CBF website no later than November 15, 2021.

 

CBF offers a comprehensive benefits package to include: 20 vacation days, 10 sick days, 2 floating holidays, health, vision, dental, life insurance, and a 403(b) retirement plan with matching contribution.

 

CBF requires that all staff be fully vaccinated against COVID-19.  The successful candidate will need to submit verification of vaccination or have a valid religious or medical reason not to be vaccinated.

 

CBF offices are currently open, however the official CBF Telework policy does not go into effect until January 3, 2022. Through December, this position will spend a majority of time in the office for training purposes (Note:  CBF requires ALL staff to be masked inside offices and facilities), with the option of some remote work that will be discussed and approved by the supervisor.  After January 3, the expectation for this position is to be in 5 days a week for at least all of January and February, and possibly for March as well. Beyond that point, assuming all criteria in the Telework policy are met, this position can move to a 1 day remote schedule, of which day will be determined by the supervisor and based on business and operational needs of the position.

 

WE ARE COMMITTED TO DIVERSITY, EQUITY, INCLUSION, AND JUSTICE

 

Just as biodiversity is the key to a thriving ecosystem, human diversity is the key to saving the Bay. Success depends on people from widely diverse backgrounds, cultures, ethnicities, identities, and races taking collective action. Clean water, clean air, and a safe environment are rights we all share.

 

To increase diversity, equity, inclusion, and justice, the Chesapeake Bay Foundation will:

 

  • Recruit and retain a staff, board, and membership that reflect the diversity of people living within the Chesapeake Bay region;
  • Strengthen and broaden the diversity of our partnerships;
  • Celebrate and value the diversity of staff; and
  • Fight to ensure that everyone has equal access to clean water, clean air, and a safe environment.

 

CBF is proud to be an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, gender, gender identity or expression, sexual orientation, national origin, genetics, disability, age, or veteran status.