Executive Assistant

About the role

The Chesapeake Bay Foundation seeks an Executive Assistant to the Chief Philanthropy Officer in the Philanthropy Department, based at the Philip Merrill Environmental Center in Annapolis, MD. The role supports the CPO through executive support, project coordination, donor engagement, board support, and organization-wide collaboration.

Responsibilities

• Partner with the CPO to manage priorities, tasks, and key initiatives.
• Coordinate complex scheduling, travel, meetings, and related logistics.
• Use sound judgement to prioritize competing demands and keep stakeholders informed.
• Prepare presentations, correspondence, and briefing materials.
• Screen calls, greet visitors, and respond to inquiries with the highest level of customer service.
• Support day-to-day administrative and operational needs, including technology coordination and troubleshooting, expense management, and office support.
• Coordinate philanthropy team meetings and outings.
• Anticipate challenges and identify opportunities to improve efficiency, organization, and communication.
• Draft and coordinate proposals, reports, stewardship materials, correspondence, and talking points.
• Ensure follow-up and progress on priority donor and prospect strategies.
• Support pipeline management, revenue projections, and documentation by managing the CPO’s data within the CRM.
• Support fundraising campaigns, managing administrative aspects and providing support to campaign committee members.
• Partner with the Executive Assistant to the President on Board of Trustees meetings, retreats, orientation, and committee work.
• Assist with Board communications, materials, logistics, and follow-up.
• Collaborate with CBF colleagues to support shared goals and initiatives.
• Provide back-up executive support as needed.
• Support special projects and perform other duties as assigned.
• Maintain Philanthropy and Executive work areas.

Requirements

• 5-7 years of progressively responsible executive support or related experience
• Excellent communication, collaboration, and relationship-building skills
• Strong attention to detail and commitment to delivering high-quality work
• Exceptional organizational skills with the ability to manage multiple priorities in a fast-paced environment
• Proven ability to work independently, anticipate needs, and proactively solve problems
• Ability to effectively engage with senior leaders, donors, and trustees
• Sound judgment in dealing with complex situations
• Confidentiality and discretion are required
• Advanced proficiency with Microsoft Office Suite, Salesforce, and other business technology platforms
• Experience supporting fundraising, nonprofit leadership, boards, or donor relations preferred

Pay

$77,000 - $87,000 per year