Administrative Assistant

Chesapeake Bay Foundation, Inc.; Annapolis (MD); On-site; USD 55,000 - 64,000; Full time

Benefits offered by this job

36-hour work week

Health benefits

Dental & vision

403(b) retirement plan

Paid time off

Job summary

The Chesapeake Bay Foundation, based in Annapolis, Maryland, seeks an Administrative Assistant to support the Litigation and Communities & Partnerships departments. The role provides high-level administrative, operational and budget support, coordinating calendars, meetings and travel while helping manage department workflows.

The ideal candidate has an associate degree or equivalent, 3+ years of nonprofit admin experience, and strong organizational and communication skills.

Qualifications

• Associate degree or equivalent combination of education and experience.
• Minimum of 3 years of administrative support experience, preferably in nonprofit sectors.
• Strong organizational, time management and project coordination skills.

Responsibilities

• Provide administrative support for Communities and Partnerships & Litigation Department, including calendar management, scheduling, meeting coordination, travel planning and other operational tasks.
• Coordinate departmental meeting logistics and maintain accurate records, notes and follow-up actions.
• Assist with planning, monitoring and maintaining departmental budgets. Track department expenditures, process invoices, reconcile purchases and maintain accurate financial records. Utilize financial systems to support budget management, reporting and forecasting.
• Identify opportunities to improve administrative processes, enhance efficiency, and strengthen team operations.
• Perform other duties assigned in support of departmental and organizational priorities.

Skills

Calendar management

Microsoft Office Suite

Written communication

Verbal communication

Organizational skills

Time management

Project coordination

Confidentiality

Nonprofit experience

Education

Associate degree or equivalent

Tools

Outlook

Excel

PowerPoint

Teams

Job description

The Chesapeake Bay Foundation seeks an Administrative Assistant in the Litigation and Communities & Partnerships Departments to be based in Annapolis, Maryland.

About the Chesapeake Bay Foundation

Established in 1966, 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 our education, advocacy, litigation, and restoration efforts, we work together toward our vision of a healthy and resilient Chesapeake Bay ecosystem where people, plants, and animals thrive together.

CBF has a staff of approximately 200 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 200,000 members and supporters and an annual budget of approximately $30 million. For more information on CBF, please visit our About CBF page.

About the Hiring Department

Litigation

CBF’s Litigation department evaluates opportunities for filing legal actions against private parties, states, or the federal government which support CBF objectives throughout the Bay Watershed. In the appropriate circumstances, the department recommends that suit be filed, and if approved by the president and the litigation committee, counsel is retained, or the department staff handles litigation of the action internally.

Community and Partnerships

CBF’s newly created Community and Partnerships department is committed to intentionally increasing diversity, equity, inclusion, and justice and advancing environmental justice in our own organization and throughout the Bay restoration effort. Generations of racism and discriminatory policies have created a society where the burdens of an unhealthy Bay are not borne equally. Equitable solutions to these issues require the voices and input from the communities most impacted and most vulnerable. CBF is dedicated to a thriving Bay that provides for the health, wellbeing, and quality of life of the nearly 19 million people who call the Bay region home.

Context of the Position

The Administrative Assistant will provide critical administrative and operational support for the Communities and Partnerships Department and Litigation Department.

Assist with coordinating communications, managing department operations and supporting employee committees, and ensuring department efficiency. Providing high-level administrative, operational and budget support to advance goals of Communities and Partnerships Department.

Supporting the Senior Paralegal and Operations Manager for Litigation, and other Litigation Department staff by coordinating daily activities to support department collaboration, calendar management, and assisting with records management.

Essential Functions

• Provide administrative support for Communities and Partnerships & Litigation Department, including calendar management, scheduling, meeting coordination, travel planning and other operational tasks.
• Coordinate departmental meeting logistics and maintain accurate records, notes and follow-up actions.
• Assist with planning, monitoring and maintaining departmental budgets. Track department expenditures, process invoices, reconcile purchases and maintain accurate financial records. Utilize financial systems to support budget management, reporting and forecasting.
• Identify opportunities to improve administrative processes, enhance efficiency, and strengthen team operations.
• Perform other duties assigned in support of departmental and organizational priorities.

Professional Experience and Qualifications

• Associate degree or equivalent combination of education and experience
• Minimum of 3 years of administrative support experience, preferably in a nonprofit, community engagement or mission-driven organization.
• Strong organizational, time management and project coordination skills.
• Excellent written and verbal communication skills.
• Experience managing calendars, coordinating meetings and supporting multiple priorities simultaneously.
• Proficiency with Microsoft Office Suite, including Outlook, Word, Excel, Teams and PowerPoint.
• Attention to detail and ability to maintain confidentiality.

Salary Range: $55,000 – $64,000 per year

CBF offers a 36-hour work week and for full-time staff, 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. Learn more about CBF Benefits .

We Are Committed to Saving the Bay and We Need You!

Bringing together the most qualified employees with diverse backgrounds, viewpoints, perspectives, and beliefs is the key to saving the Bay. We know that talented professionals can come from anywhere and everywhere. We are proud to have created an award-winning organization where they have the opportunity to thrive while joining us in our work to achieve clean water, clean air, and a safe environment—rights that we all share.

Wondering whether you have the right credentials or background to apply? We value lived experience, are serious about embracing diversity, and are committed to building a team that represents our communities’ backgrounds. That means we want people just like you!

All qualified applicants are encouraged to apply and 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.