Executive Assistant & Governance Coordinator

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) 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.