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Senior Administrative Assistant
Annapolis, MD
Job Description
The Chesapeake Bay Foundation seeks a Senior Administrative Assistant in the Development Department to be based at the Philip Merrill environmental Center in Annapolis, MD.
THE CHESAPEAKE BAY FOUNDATION
Established in 1967, 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 education, advocacy, litigation, and restoration. Since 2010, CBF has engaged in a focused effort to defend and implement the Chesapeake Clean Water Blueprint, a binding federal and state collaborative agreement aimed at reducing pollution to the science-based, legally-affirmed levels established by the U.S. Environmental Protection Agency (EPA). The Blueprint is expected to be fully implemented by 2025. If the states and the federal government achieve Blueprint goals, the Bay will finally—after decades of failed efforts—be removed from the Clean Water Act’s impaired waters list. Successfully implementing the Blueprint depends on a well-informed, engaged, active, and diverse constituency of members, advocates, and volunteers who speak up and take action to save the Bay.
CBF has a staff of approximately 210 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 an annual budget of approximately $30 million and is supported by over 300,000 members and e-subscribers. For more information on CBF, please visit cbf.org.
DEPARTMENT DESCRIPTION
Development
The mission of Development is to provide financial resources for CBF to meet its long-term vision of saving the Bay. It establishes and implements strategies to motivate donors to contribute to the organization’s programs and projects through two primary areas of activity: development and membership
CONTEXT OF THE POSITION
The Senior Administrative Assistant supports the Director of Development and assists members of the Gift Officer team. This position is responsible for accurate, timely, and appropriate coordination of administrative and clerical activities and other projects as assigned.
Essential functions include:
1. Support for the Director of Development:
* Schedule and coordinate internal meetings and external appointments
o Manage daily calendar; coordinate and/or prepare all meeting and follow-up materials
o Reserve meeting rooms, contact participants, and ensure logistical support is available
o Ensure the Director’s portfolio is kept up to date in the CRM, updating tasks and opportunities as necessary
* Manage credit card and personal expenditures; prepare, code, and submit bills, invoices, receipts, and expense reports
* Provide presentation support, including drafting Power Point or other presentations when necessary
* Make travel arrangements; arrange appointments, transport, and accommodations as appropriate
* Track staff assignments and support the team to ensure deadlines are met
* Draft, edit, and route a variety of internal and external materials to include correspondence, call reports, and other documents
* Coordinate team meetings: develop agendas in consult with the Director of Development, notify staff, work with other CBF departments to arrange for speakers, when necessary, record meeting minutes, and track action items.
* Assist with special projects as assigned
2. Support for the Gift Officer team
* Organize, draft, edit, and route a variety of internal and external documents for the team
* Provide support for on-site visits with donors and other guests, which may include catering orders, space reservation, communicating with attendees, RSVP collection, follow-up mailings, etc.
* Prepare, mail, and track personalized gift solicitations, reports, proposals, pledge reminders, and monthly donor renewals. Responsible for accuracy, quality control, and appropriate salutation based on careful review of database information
* Manage inventory and ordering of office supplies for the team
* Maintain and organize donor files per standard operating procedures
* Coordinate, with support from the gift officer, individual mailings to include donor correspondence, requests for information, and personalized stewardship touches
* Train new staff on gift officer related tasks including CRM updates
3. Other Duties
* Serve as a specialist for Microsoft Office suite including Teams, Salesforce CRM, Box paperless document storage, and other technology platforms
* Document and maintain written procedures and protocols pertaining to this position and other team functions
* Work to ensure that systems, organizational culture, and practices are aligned with CBF’s mission, values and commitments related to DEIJ.
* Develop and refine programs and activities to ensure equitable practices and support the development of a diverse and effective team.
* Ensure an inclusive working environment that supports diverse populations
PREFERRED PROFESSIONAL EXPERIENCE AND QUALIFICATIONS
Minimum of three years’ experience providing administrative support to a senior level position. Ability to communicate effectively with people from diverse backgrounds and experiences. Ability to receive and give supportive feedback to foster equity and inclusion in working relationships. Ability to recognize, nurture, and learn from strengths in co-workers. Having flexibility to accomplish job responsibilities in several work environments, whether it be from home, on the road, or in an office.
Salary Range: $50,000 - $53,000
CBF requires that all staff be fully vaccinated against COVID-19. The successful candidate will need to submit verification of vaccination or have a valid religious or medical reason not to be vaccinated.
WE ARE COMMITTED TO DIVERSITY, EQUITY, INCLUSION, AND JUSTICE
Just as biodiversity is the key to a thriving ecosystem, human diversity is the key to saving the Bay. Success depends on people from widely diverse backgrounds, cultures, ethnicities, identities, and races taking collective action. Clean water, clean air, and a safe environment are rights we all share.
To increase diversity, equity, inclusion, and justice, the Chesapeake Bay Foundation will:
* Recruit and retain a staff, board, and membership that reflect the diversity of people living within the Chesapeake Bay region;
* Strengthen and broaden the diversity of our partnerships;
* Celebrate and value the diversity of staff; and
* Fight to ensure that everyone has equal access to clean water, clean air, and a safe environment.
CBF is proud to be an equal opportunity employer and all qualified applicants 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.
THE CHESAPEAKE BAY FOUNDATION
Established in 1967, 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 education, advocacy, litigation, and restoration. Since 2010, CBF has engaged in a focused effort to defend and implement the Chesapeake Clean Water Blueprint, a binding federal and state collaborative agreement aimed at reducing pollution to the science-based, legally-affirmed levels established by the U.S. Environmental Protection Agency (EPA). The Blueprint is expected to be fully implemented by 2025. If the states and the federal government achieve Blueprint goals, the Bay will finally—after decades of failed efforts—be removed from the Clean Water Act’s impaired waters list. Successfully implementing the Blueprint depends on a well-informed, engaged, active, and diverse constituency of members, advocates, and volunteers who speak up and take action to save the Bay.
CBF has a staff of approximately 210 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 an annual budget of approximately $30 million and is supported by over 300,000 members and e-subscribers. For more information on CBF, please visit cbf.org.
DEPARTMENT DESCRIPTION
Development
The mission of Development is to provide financial resources for CBF to meet its long-term vision of saving the Bay. It establishes and implements strategies to motivate donors to contribute to the organization’s programs and projects through two primary areas of activity: development and membership
CONTEXT OF THE POSITION
The Senior Administrative Assistant supports the Director of Development and assists members of the Gift Officer team. This position is responsible for accurate, timely, and appropriate coordination of administrative and clerical activities and other projects as assigned.
Essential functions include:
1. Support for the Director of Development:
* Schedule and coordinate internal meetings and external appointments
o Manage daily calendar; coordinate and/or prepare all meeting and follow-up materials
o Reserve meeting rooms, contact participants, and ensure logistical support is available
o Ensure the Director’s portfolio is kept up to date in the CRM, updating tasks and opportunities as necessary
* Manage credit card and personal expenditures; prepare, code, and submit bills, invoices, receipts, and expense reports
* Provide presentation support, including drafting Power Point or other presentations when necessary
* Make travel arrangements; arrange appointments, transport, and accommodations as appropriate
* Track staff assignments and support the team to ensure deadlines are met
* Draft, edit, and route a variety of internal and external materials to include correspondence, call reports, and other documents
* Coordinate team meetings: develop agendas in consult with the Director of Development, notify staff, work with other CBF departments to arrange for speakers, when necessary, record meeting minutes, and track action items.
* Assist with special projects as assigned
2. Support for the Gift Officer team
* Organize, draft, edit, and route a variety of internal and external documents for the team
* Provide support for on-site visits with donors and other guests, which may include catering orders, space reservation, communicating with attendees, RSVP collection, follow-up mailings, etc.
* Prepare, mail, and track personalized gift solicitations, reports, proposals, pledge reminders, and monthly donor renewals. Responsible for accuracy, quality control, and appropriate salutation based on careful review of database information
* Manage inventory and ordering of office supplies for the team
* Maintain and organize donor files per standard operating procedures
* Coordinate, with support from the gift officer, individual mailings to include donor correspondence, requests for information, and personalized stewardship touches
* Train new staff on gift officer related tasks including CRM updates
3. Other Duties
* Serve as a specialist for Microsoft Office suite including Teams, Salesforce CRM, Box paperless document storage, and other technology platforms
* Document and maintain written procedures and protocols pertaining to this position and other team functions
* Work to ensure that systems, organizational culture, and practices are aligned with CBF’s mission, values and commitments related to DEIJ.
* Develop and refine programs and activities to ensure equitable practices and support the development of a diverse and effective team.
* Ensure an inclusive working environment that supports diverse populations
PREFERRED PROFESSIONAL EXPERIENCE AND QUALIFICATIONS
Minimum of three years’ experience providing administrative support to a senior level position. Ability to communicate effectively with people from diverse backgrounds and experiences. Ability to receive and give supportive feedback to foster equity and inclusion in working relationships. Ability to recognize, nurture, and learn from strengths in co-workers. Having flexibility to accomplish job responsibilities in several work environments, whether it be from home, on the road, or in an office.
Salary Range: $50,000 - $53,000
CBF requires that all staff be fully vaccinated against COVID-19. The successful candidate will need to submit verification of vaccination or have a valid religious or medical reason not to be vaccinated.
WE ARE COMMITTED TO DIVERSITY, EQUITY, INCLUSION, AND JUSTICE
Just as biodiversity is the key to a thriving ecosystem, human diversity is the key to saving the Bay. Success depends on people from widely diverse backgrounds, cultures, ethnicities, identities, and races taking collective action. Clean water, clean air, and a safe environment are rights we all share.
To increase diversity, equity, inclusion, and justice, the Chesapeake Bay Foundation will:
* Recruit and retain a staff, board, and membership that reflect the diversity of people living within the Chesapeake Bay region;
* Strengthen and broaden the diversity of our partnerships;
* Celebrate and value the diversity of staff; and
* Fight to ensure that everyone has equal access to clean water, clean air, and a safe environment.
CBF is proud to be an equal opportunity employer and all qualified applicants 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.
Special Notes/Instructions
To apply, please send resume and cover letter through job posting on CBF website no later than October 5, 2021.
Job Summary
Employment Term and Type
Regular, Full Time
Salary and Benefits
$50,000 - $53,000
CBF offers 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.
Required Education
Bachelor's Degree
Required Experience
3 to 5 years
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