Administrative Assistant

Chesapeake Bay Foundation Inc; Annapolis (MD); On-site; USD 42,000 - 66,000; Full time

Job summary

The Chesapeake Bay Foundation seeks an Administrative Assistant based in Annapolis, Maryland, to support the Communities and Partnerships and Litigation departments. The role provides high-level administrative, operational, and budget support to advance departmental goals and ensure efficient workflow.

You will coordinate calendars, meetings, travel, and records, assist with budget tracking and invoices, and help streamline processes while maintaining confidentiality in a nonprofit environment.

Qualifications

• Associate degree or equivalent combination of education and experience.
• Minimum of 3 years of administrative support experience, preferably in 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.

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

Organizational skills

Time management

Project coordination

Written & verbal communication

Calendar management

Budget tracking

Confidentiality

Microsoft Office

Education

Associate degree or equivalent

Tools

Microsoft Office Suite

Job description

Description

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

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.

DEPARTMENT DESCRIPTIONS

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.

Communities & Partnerships

CBF's Communities & Partnerships department fosters a culture of engagement, inclusion, and belonging. Saving the Bay is not only about the water and air in the watershed. It's also about the communities that are connected to the Bat and are part of it ecosystem.

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

1. Provide administrative support for Communities and Partnerships & Litigation Department, including calendar management, scheduling, meeting coordination, travel planning and other operational tasks.
2. Coordinate departmental meeting logistics and maintain accurate records, notes and follow-up actions.
3. 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.
4. Identify opportunities to improve administrative processes, enhance efficiency, and strengthen team operations.
5. Perform other duties assigned in support of departmental and organizational priorities.

Requirements

• 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.