Executive Assistant

Description

The Chesapeake Bay Foundation seeks an Executive Assistant to the Chief Philanthropy Officer in the Philanthropy Department to be based at the Philip Merrill Environmental Center located in Annapolis, MD.  

THE CHESAPEAKE BAY FOUNDATION

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 our education, advocacy, litigation, and restoration efforts, we work together toward our vision of a healthy and resilient Chesapeake Bay ecosystem where people, plants, and animals thrive together.
 

CBF has a staff of approximately 200 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.

DEPARTMENT DESCRIPTION

Philanthropy

The mission of the Philanthropy team is to provide financial resources for CBF to meet its long-term vision of saving the Bay. The team establishes and implements strategies to motivate donors to contribute to the organization's programs and projects. 

CONTEXT OF THE POSITION 

The Executive Assistant to the Chief Philanthropy Officer (CPO) serves as a trusted partner, advancing priorities through executive support, project coordination, and communications. This position fosters collaboration across the organization and supports effective engagement with donors, volunteers, trustees, and other stakeholders. 

ESSENTIAL FUNCTIONS

Strategic Executive Support

• 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.

Donor Support and Engagement

• 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.

Board of Trustees Support

• 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.

Organization-wide Collaboration

• 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.