Office Manager

Chesapeake Bay Trust

Office Manager

Position Background:

The Chesapeake Bay Trust seeks an Office Manager for our Annapolis, MD, location to lead daily administrative and building operations.  This role reports to the Administration and Compliance Manager but provides support to all departments.  This is a full-time, salaried position (40 hours per week) and requires in office presence five days a week during core business hours (but exact hours can be somewhat flexible).

Established in 1985, the Chesapeake Bay Trust is a non-profit, grant-making institution dedicated to promoting public awareness and participation in the restoration and protection of the natural resources of Maryland and the Chesapeake Bay region.  The Trust currently allocates grant funds through more than 400 awards per year to entities who apply through open, competitive calls for proposals as well as programs such as the Chesapeake Climate Conservation Corps.

This person will be a key member of a high-energy, collaborative, 40 person staff who work diligently to advance the Trust’s mission and consider the Trust’s core values of grantee focus, accountability and transparency, inclusiveness, collaboration, and innovation.    A successful person in this role will be able to independently identify what is needed to keep the Trust running and take initiative to problem solve and advance the Trust in serving its mission. This person should have strong executive presence but also not be afraid to roll up his/her/their sleeves.  

The position will require work in three core areas: full staff support (~30% of time), managing the office and building in the beautiful community of Eastport, Annapolis (~35% of time), and support for the administration team, including liaising proactively and reactively (troubleshooting) with our IT vendor (~25% of time), along with pursuing professional development opportunities as desired (10% of time).

Primary Responsibilities: 

Full Staff Support:

• Lead biweekly all-hands Trust staff meetings;

• Support all-hands Trust staff activities, such as retreats, trainings, team building exercises, and celebrations;

• Process professional development registrations and travel arrangements, as needed

Office/Building Support:

• Manage building and property to ensure that the campus and its facilities are properly organized, supplied, maintained, and otherwise running smoothly. Example activities that may be required include arranging for plumbers, electricians, or other contractors to resolve unpredicted issues; developing systems for keeping common areas clean and organized (paper in the copier, supplies in the restrooms; kitchen area presentable in the event of donor pop-in visits); coordinating with landscaper for lawn mowing and similar maintenance tasks.  This set of tasks will require balancing efficiency with our value of fiscal responsibility.  Some tasks will require external contractors/service professionals.  Others will be able to be accomplished by the person in this position without incurring the expense of external assistance.  

• Maintain and purchase inventory of all office supplies;

• Manage third party vendor contracts for work to support building operations, including providing oversight and direction to such vendors and receiving and approve all office-related vendor bills and submit to Finance for payment;

• Maintain office equipment including printer/copier/scanner service, postage machine, water cooler, telephone system in conjunction with vendors, as needed;

• Reconcile and code corporate credit card used for office expenses;

• Ensure office is presentable for donors and other visitors at all times;

• Manage logistics for all onsite meetings including tracking attendance, greeting guests, setting up/breaking down, catering, and coordinating other rentals and services; 

• Provide support for organizational calendars used for various purposes such as conference room and zoom reservations

Administration Support:

• Open and distribute Trust mail on a daily basis

• Lead, under managed IT vendor guidance, both routine and troubleshooting tasks that require on-site presence such as back-up tape management and  restarting machines/servers;

• Manage staff onboarding/offboarding including purchase/disposal of computers, telephones, and other technology equipment and assigning/reassigning computer and telephone equipment to staff and common areas, coordinating setup or termination of Office 365 accounts, setup or termination of other software required for staff;

• Provide oversight and direction to third party vendors that support building technology 

Required Qualifications:

• High degree of proficiency in the Microsoft Office suite of programs (especially Outlook, Word and Excel) and other office applications such as Zoom, MS Teams, and Adobe; 

• Ability to tackle multiple tasks in a timely and effective manner;

• Ability and willingness to be responsive to unexpected tasks that can be immediate in nature, requiring prioritization skills;

• Excellent organizational skills and attention to detail. The right candidate must be exceptionally thorough and detail-orientated;

• Ability to anticipate issues and problem-solve independently;

• Professional written and verbal communication skills;

• Ability to work both independently and in team settings in an office environment;

• Personal vehicle or access to a vehicle/transportation and valid driver’s license to support office operations or events, as needed. 

Salary: The range for this position is $55,000-$65,000, commensurate with experience, with excellent benefits package including a professional development budget. A successful candidate with experience in only some of the responsibilities listed above will be offered a starting salary at the lower end of this range.  A successful candidate will be considered at a higher starting salary level based on experience in most or all of the responsibilities listed above.

Application Instructions and Deadline: The position will remain open until filled. Please send a resume and cover letter. Your cover letter is the most important piece of your application: In your cover letter, please address your ability to accomplish the duties of the position as listed above. Please do not simply list your previous experience. Your cover letter should describe what makes you a strong match specifically for this position, and why this position is a match for you. 

The Chesapeake Bay Trust provides equal employment opportunities (EEO) to all employees and applicants for employment without regard to race, color, religion, creed, gender, sexual orientation, gender identity and expression, national origin, age, or disability in accordance with applicable federal, state and local laws.   We encourage applications from people of color.  Applicants must be permanently authorized to work in the United States on a full-time basis. The Trust does not participate in programs that require sponsorship for work visas.