Executive & Operations Assistant

About the role

The C&O Canal Trust seeks an organized, proactive Executive & Operations Assistant to keep daily operational workflows running smoothly and provide critical administrative support to the President & CEO, executive leadership team, and Board of Directors. The position is based at the Trust’s headquarters in Williamsport, Maryland, operates under a hybrid in‑office/telework model, and reports directly to the President & CEO.

Responsibilities

• Manage the President & CEO’s calendar, schedule, and travel logistics.
• Coordinate internal and external meetings (scheduling, securing rooms or virtual links, arranging food/beverages when applicable).
• Compile and distribute agendas, reports, and meeting materials; take notes and communicate post‑meeting action items.
• Draft, edit, and proofread correspondence, reports, and presentations.
• Screen and prioritize incoming communications and requests; manage confidential information with discretion.
• Maintain inventory of office supplies and equipment; ensure storage areas and shared office space are clean and organized.
• Assist with filing systems and document management (digital and physical).
• Maintain internal reference documents such as staff directories and public FAQs.
• Provide administrative support during the hiring process (posting job ads, tracking applications, routine candidate communications, interview scheduling).
• Monitor the general email inbox, answer incoming phone calls, and route inquiries to appropriate team members.
• Provide administrative support for staff leadership and team projects as needed.
• Assist with special projects, events, and donor or stakeholder engagement activities.
• Serve as liaison between the President & CEO, staff, board, and external partners.
• Use Google Workspace to issue or deactivate staff accounts, assist with password resets.
• Manage access to shared folders, monitor software subscription renewals, and store team credentials in the organization's password vault.
• Assist with basic laptop setup/clearing (create/delete user accounts, install apps, record serial numbers, purchase dates, assignments).
• Serve as the first point of contact for day‑to‑day office technology issues (e.g., reconnecting a printer, restarting a router, downloading an app).
• Coordinate solutions for complex technical issues, server problems, or hardware failures with an external IT support contractor.
• May assist with organization‑wide duties and major events; some weekend and evening work will be required.

Qualifications

• Bachelor's degree or equivalent experience.
• 1‑3 years of relevant administrative experience, preferably in a nonprofit or mission‑driven setting.
• Experience supporting an executive office is preferred.
• Exceptional organizational skills, attention to detail, and ability to manage competing priorities.
• Excellent written and verbal communication skills.
• High degree of professionalism and discretion with confidential information.
• Comfortable using everyday technology, navigating web portals, managing files in the cloud, and learning new basic software applications.
• Strong proficiency in Google Workspace.
• Ability to work independently, anticipate needs, and take initiative.
• Calm, resourceful approach to scheduling conflicts and basic office troubleshooting.
• Commitment to the mission of the C&O Canal Trust and to supporting public lands and community engagement.

Benefits

• Part‑time employees earn paid sick leave at the rate of 1 hour for every 30 hours worked, up to a maximum of 40 hours per year.
• Fun and casual work environment.
• Mileage reimbursements for travel to park locations.

Pay

The hourly rate is between $25.00 and $28.00, based on experience and the ability to meet the required responsibilities.

Schedule

Hybrid work model (in‑office and telework) to allow on‑site collaboration and focused telework time. Some weekend and evening work required. Travel to locations throughout the park may be required on a monthly or quarterly basis and in support of events and outreach initiatives.