Executive Administrative Assistant

CHESAPEAKE BAY MARITIME MUSEUM INC; Saint Michaels (MD); On-site; USD 65,000 - 85,000; Full time

Job summary

The Chesapeake Bay Maritime Museum (CBMM) seeks an Executive Administrative Assistant to provide high‑level support to the President & CEO and coordinate governance activities, board logistics, and organizational initiatives.

The role requires five years of executive administrative experience, superb organizational and communication skills, and advanced Microsoft 365 proficiency. On‑site, full‑time work with occasional evenings or weekends to support board and committee meetings and events.

Qualifications

• Bachelor's degree or equivalent experience.
• Minimum five years of progressively responsible executive administrative support.
• Strong organizational, administrative, and time-management skills.
• Excellent written and verbal communication skills.
• Proficiency with Microsoft 365 applications (Outlook, Word, Excel, PowerPoint, Teams, SharePoint).
• Ability to maintain confidentiality and exercise sound judgment.
• Experience working with Board members, donors, volunteers, staff and external stakeholders.

Responsibilities

• Manage the President & CEO’s calendar, meetings, priorities, and scheduling; support COO and CFO as assigned.
• Prepare, edit, proofread, and format correspondence, presentations, reports, briefing materials, meeting materials, and other executive communications.
• Coordinate Senior Leadership Team schedules, agendas, materials, meeting logistics, and follow-up activities.
• Track executive action items, deadlines, commitments, and follow-up needs; provide status updates and elevate conflicts or barriers as appropriate.
• Maintain organized systems for executive priorities, projects, files, records, memberships, and reference materials.
• Coordinate travel arrangements, expense documentation, purchasing, and other administrative activities for executive leadership as assigned.
• Board and Governance SupportCoordinate meetings of the Board of Governors, Executive Committee, Governance Committee, Comprehensive Campaign Steering Committee and other assigned committees or task forces.
• Prepare and distribute agendas, meeting notices, reports, presentations, minutes, and supporting materials accurately and by established deadlines.
• Record, draft, and maintain Board and committee meeting minutes and official governance records as assigned.
• Maintain Board and committee calendars, rosters, contact information, governance files, handbooks, charters, orientation materials, and annual records.
• Coordinate Board member onboarding, orientation activities, receptions, and other governance-related events.
• Serve as a professional liaison among Board members, committee chairs, executive leadership, staff, and key stakeholders.
• Help ensure Board and governance communications are accurate, timely, complete, and appropriately maintained.
• Organizational and Advancement SupportSupport special projects, organizational initiatives, public speaking engagements, and community involvement led by the President & CEO.
• Assist with donor cultivation activities, prospect research, event coordination, and accurate updates to the donor database or other designated systems.
• Maintain and update CBMM’s organizational chart and other assigned institutional records.
• Coordinate with internal departments to obtain information, monitor deliverables, and support accurate and timely executive communications.
• Perform other related duties as assigned, consistent with the general nature and level of the position.

Skills

Executive support

Calendar management

Communication

Time management

Confidentiality

Education

Bachelor's degree

Tools

Microsoft 365

Outlook

Word

Excel

PowerPoint

Teams

SharePoint

Job description

The Chesapeake Bay Maritime Museum (CBMM) is dedicated to preserving and exploring the history, environment, and culture of the entire Chesapeake Bay region, and making this resource available to all. As an educational institution, staff fulfill CBMM’s mission, goals, and vision, working individually and collaboratively to encourage the public’s access to our collections, programs, and resources.POSITION SUMMARYThe Executive Administrative Assistant (EAA) provides high-level administrative support to the President & CEO and serves as a key resource in coordinating executive priorities, Board and committee administration, communications, and organizational initiatives. The position manages executive scheduling, prepares meeting materials and correspondence, coordinates governance activities, and supports timely follow-through on executive, Board, and organizational commitments.Serving as a central point of coordination among executive leadership, Board members, committee chairs, staff, donors, volunteers, and other key stakeholders, the EAA helps ensure that organizational activities are coordinated efficiently, professionally, and accurately. The role requires exceptional organizational skills, attention to detail, discretion, sound judgment, and the ability to manage multiple priorities while maintaining a high level of professionalism and confidentiality.This is an excellent opportunity for an experienced administrative professional who thrives in a collaborative, mission-driven environment and enjoys supporting executive leadership, governance activities, and organizational initiatives. If you are organized, adaptable, and passionate about making an impact through your work, we encourage you to apply.ESSENTIAL RESPONSIBILITIESExecutive and Administrative SupportManage and coordinate the President & CEO’s calendar, meetings, priorities, and scheduling; provide calendar and administrative support to the COO and CFO as assigned.Prepare, edit, proofread, and format correspondence, presentations, reports, briefing materials, meeting materials, and other executive communications.Coordinate Senior Leadership Team schedules, agendas, materials, meeting logistics, and follow-up activities.Track executive action items, deadlines, commitments, and follow-up needs; provide status updates and elevate conflicts or barriers as appropriate.Maintain organized systems for executive priorities, projects, files, records, memberships, and reference materials.Coordinate travel arrangements, expense documentation, purchasing, and other administrative activities for executive leadership as assigned.Board and Governance SupportCoordinate meetings of the Board of Governors, Executive Committee, Governance Committee, Comprehensive Campaign Steering Committee and other assigned committees or task forces.Prepare and distribute agendas, meeting notices, reports, presentations, minutes, and supporting materials accurately and by established deadlines.Record, draft, and maintain Board and committee meeting minutes and official governance records as assigned.Maintain Board and committee calendars, rosters, contact information, governance files, handbooks, charters, orientation materials, and annual records.Coordinate Board member onboarding, orientation activities, receptions, and other governance-related events.Serve as a professional liaison among Board members, committee chairs, executive leadership, staff, and key stakeholders.Help ensure Board and governance communications are accurate, timely, complete, and appropriately maintained.Organizational and Advancement SupportSupport special projects, organizational initiatives, public speaking engagements, and community involvement led by the President & CEO.Assist with donor cultivation activities, prospect research, event coordination, and accurate updates to the donor database or other designated systems.Maintain and update CBMM’s organizational chart and other assigned institutional records.Coordinate with internal departments to obtain information, monitor deliverables, and support accurate and timely executive communications.Perform other related duties as assigned, consistent with the general nature and level of the position.Work Schedule and ConditionsThis is a full-time, non-exempt position with a typical schedule of 40 hours per week. Employees must accurately record all hours worked and comply with CBMM timekeeping and overtime policies.This position requires regular on-site attendance at CBMM. Occasional evening and weekend work may be required to support Board and committee meetings, special events, advancement activities, and other organizational needs.RequiredBachelor's degree or equivalent combination of education and relevant experience.Minimum five years of progressively responsible executive administrative support or related administrative experience.Strong organizational, administrative, and time-management skills.Excellent written and verbal communication skills.Advanced proficiency with Microsoft 365, including Outlook, Word, Excel, PowerPoint, Teams, and SharePoint or comparable collaboration tools.Ability to manage multiple priorities and deadlines with a high degree of accuracy.Demonstrated ability to maintain confidentiality and exercise sound judgment.Strong interpersonal skills and the ability to work effectively with Board members, donors, volunteers, staff, and external stakeholders.PreferredExperience supporting senior executives, nonprofit leadership teams, or both.Experience supporting Boards of Directors, committees, or governance activities.Experience coordinating projects involving multiple departments or stakeholders.Experience in a nonprofit, museum, educational, tourism, or hospitality environment.Familiarity with nonprofit governance and Board administration.CORE COMPETENCIESOrganization and attention to detailConfidentiality and discretionProfessionalism and sound judgmentCommunication and relationship managementInitiative and follow-throughTime management and prioritizationProblem-solving and adaptabilityCollaboration and customer serviceMeeting, project and event coordination