Administrative Assistant

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 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 230 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

Finance

The mission of the Finance department is to establish and maintain the strategies and processes that ensure outstanding fiscal accountability at CBF that enhances the organization's credibility and motivates others to support our goals. The department is committed to providing high-quality financial information and management reporting that responds to the needs of funders, government regulators, administrators, and constituents.

Context of the Position

The Administrative Assistant to the CFO’s position will consist of writing, editing, taking minutes, and providing administrative and project support to the Chief Financial Officer and the Finance Team. Duties include but are not limited to; creating and drafting correspondence, editing narratives and reports, designing appealing presentations, assist in preparation of board meeting materials, supporting the team with audit, state charitable registrations and other general support duties. The Administrative Assistant may have access to, and will be responsible for keeping confidential personnel information, confidential business information, and other proprietary information of the Chesapeake Bay Foundation and its employees, including but not limited to financial accounts.

Essential Functions

• Assist with Scheduling Audit and Finance/Investment Committee Meetings. Poll board members to see who will be in attendance.
• Takes and finalizes detailed and accurate minutes for Audit and Finance Committee meetings and finalizes minutes for Investment Committee meetings.
• Completes additional tasks for preparing investment materials including, but not limited to:

1. 1. Preparing the weekly snapshot of market values.
   2. Reviewing monthly invoices from custodians and consultants.
   3. Filing investment materials.
   4. Composing correspondence and maintaining current authorizations, agreements, and additional documentation.
   5. Monitor Investment inbox for incoming emails.
   6. Pull custodian statements from PNC monthly and save.

• Collects information and assists in the preparation of audits and budgets. Assembles presentations and materials for CFO Board committee meetings.
• Assist with annual audit/990 process.
• Assist CFO with preparation of various annual reporting requirements.
• Manage Finance department credit card and submit expenses. 
• Manage credit card requests – new cards, limit increases etc.
• Coordinates the annual State Charitable Registration process (registration to fundraise) within each state.
• Manages the day-to-day operational and administrative activities of the CFO by scheduling meetings and monitoring calendars, organizing the incoming flow of work, prioritizing requests, proactively preparing meeting agendas and materials and following-up to ensure timely responses.
• Organizes department files and creates an efficient and effective filing system for the CFO.
• Serve as contact for Finance team Friday staff briefing.
• Maintains Finance team calendar and agenda for team meetings.
• Schedule department budget meetings and generate budget/forecast calendar reminders for budget team members.
• Monitor credit by reviewing Dun and Bradstreet report.
• Exercises tact and confidentiality in handling sensitive information inherent with managing calendars, phone calls, emails, agendas for meetings and all other correspondence impacting the position.
• Provides support to members of accounting when it comes to calendars, presentations, Microsoft office support, Board committee materials preparation, project coordination, and other administrative duties.
• Contributes as a member of CBF’s administrative group to provide additional support as required to various projects, provides direct back-up support for the other Executive Assistant positions.
• Completes administrative projects, additional duties and tasks as assigned. Contribute to a collaborative work environment with shifting priorities.

Professional Experience and Qualifications

• Associate degree in business administration or accounting; bachelor’s degree preferred.
• A minimum of three to five years supporting directors and/or executives or other relevant experiences in a fast-paced, professional environment.
• Established record for handling confidential materials and sensitive situations.
• Excellent interpersonal, oral, and written communication skills, including a proven history for taking detailed and accurate meeting minutes.
• Have excellent organizational skills, a basic knowledge of accounting principles, and must be project oriented. Must be proficient with Microsoft Office applications.
• Must possess strong attention to detail and ability to multi-task.

Compensation

• Salary Range: $53,000 - $58,000
• CBF offers a 36-hour work week, a flexible telework policy, 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 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.

Studies show that women and people of color are less likely to apply for jobs unless they believe they meet every qualification listed in a job description. 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. We encourage BIPOC, women, people from the LGBTQ+ community, and people with disabilities to apply.

CBF does not discriminate based on any identities. 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.