The Chesapeake Bay Trust seeks a multi-talented Office Manager for our Annapolis, MD, location to provide executive support to the President, lead daily administrative and building operations, and support team building and financial efforts. This role reports to the Vice President of Finance and Administration with a matrixed line to the President.
Established in 1985, the Chesapeake Bay Trust is a non-profit, grant-making institution dedicated to promoting public awareness and participation in the restoration and protection of the natural resources of Maryland and the Chesapeake Bay region. In the past fifteen years, the Trust has doubled its grant-making five times through new partnerships, with current annual grant-making of approximately $25 million. The Trust currently allocates these grant funds through more than 400 awards per year to entities who apply through open, competitive calls for proposals as well as programs such as the Chesapeake Conservation Corps.
This person will be a key member of a high-energy, interactive, collaborative, team-oriented twenty-five-person staff who work diligently to advance the Trust’s mission and daily consider the Trust’s core values of grantee focus, accountability and transparency, inclusiveness, collaboration, and innovation. This is a full-time, salaried position (40 hours per week). The primary responsibilities are listed below, but a successful person in this role will be able to identify what is needed to keep the Trust running and take initiative to problem solve and advance the Trust in serving its mission. This person should have strong executive presence but also not be afraid to roll up their sleeves.
- Provide administrative support for the President, including scheduling legislative and donor meetings and managing logistics for on-site meetings
- Serve as liaison for the Trust’s leadership and assist with onboarding new board members including orientation and website updates
- Manage logistics for board meetings including organizing and emailing board materials, organizing meeting venues and site visits/tours, and preparing board meeting minutes
- Develop presentations, analytics and reporting for the President, as needed
- During Maryland’s legislative session, perform daily scans of new pieces of legislation for certain search terms and summarize findings for the President
- Manage logistics for all onsite meetings and support a subset of offsite meetings including tracking attendance, greeting guests, setting up/breaking down, catering, and coordinating other rentals and services
- Maintain office equipment including printer/copier/scanner service, postage machine, water cooler, telephone system in conjunction with vendors, as needed
- Maintain and purchase inventory of all office supplies
- Provide support for organizational calendars used for various purposes such as conference room and zoom reservations
- Manage key registrations (Trust internet domains, federal System for Award Management (SAM) registration, Grants.gov, Tax Exemption)
- File and maintain Trust documents and records in accordance with the Trust’s formal records management policy
- Open and distribute Trust mail on a daily basis
- Develop and/or maintain policies and procedures for administrative functions
- Provide oversight and direction to third party vendors that support building operations, technology and other functions
- Manage all administrative vendor contracts and other agreements
- Receive and approve all vendor bills and submit to Finance for payment
- Manage building and property to ensure that the campus is properly maintained and running smoothly; may include changing HVAC filters, arranging for plumbers or electricians to resolve issues, coordinating with landscaper for lawn mowing and similar maintenance tasks
- Lead, under managed IT vendor guidance, both routine and troubleshooting tasks that require on-site presence such as back-up tape management, restarting machines/servers, etc.
- Manage recruiting activities including advertising positions, applicant tracking, scheduling interviews, participating in interview process, offer letters, onboarding and orientation
- Coordinate annual evaluation process including distribution of review documents and collection and retention of completed evaluations
- Maintain employee records
- Process and arrange professional development activities for all staff
- Coordinate creation, submission, approval and retention of bi-weekly timesheets and monthly reimbursement forms.
- Planning and staffing team development activities, including regular staff meetings, special events, and culture-building activities
- Creating and maintaining internal systems for knowledge management and collaboration
- Assist finance department with Accounts Payable weekly check disbursements
- Deposit checks received to bank via remote deposit
- Retrieve and save system generated reports to support the quarterly billing process
- Assist with administration and renewals of organizational insurance policies
- As needed, assist with entering donor information to database during busy donor season
- Proficiency in the Microsoft Office suite of programs (especially Outlook, Word and Excel) and other office applications such as Zoom, MS Teams, Docusign, Adobe
- Ability to tackle multiple tasks in a timely and effective manner
- Excellent organizational skills and attention to detail. The right candidate must be exceptionally thorough and detail orientated.
- Ability to anticipate issues and problem-solve independently
- Excellent written and verbal communication skills
- Ability to handle confidential information with absolute discretion
- Ability to work both independently and in team settings in an office environment
- Personal vehicle or access to a vehicle/transportation and valid driver’s license or access to transportation options required to support office operations or events, as needed
Salary: The range for this position is $60,000-$70,000, commensurate with experience, with excellent benefits package including a professional development budget. A successful candidate with experience in only some of the responsibilities listed above will be offered a starting salary at the lower end of this range. A successful candidate will be considered at a higher starting salary level based on experience in most or all of the responsibilities listed above.
Application Instructions and Deadline: Applications will begin to be reviewed on November 9, 2022, though the position will remain open until filled. Please send a resume and cover letter via email to firstname.lastname@example.org and place “Office Manager” in the subject line of the email. Your cover letter is the most important piece of your application: In your cover letter, please address your ability to accomplish the duties of the position as listed above. Please do not simply list your previous experience. Your cover letter should describe what makes you a strong match specifically for this position, and why this position is a match for you.
The Chesapeake Bay Trust provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, creed, gender, sexual orientation, gender identity and expression, national origin, age, or disability in accordance with applicable federal, state and local laws. We encourage applications from people of color.