Executive Assistant – Chesapeake Office (Temporary)

Keith Campbell Foundation for the Environment | Annapolis, Maryland

Background

The Campbell Foundation was established in 1998 to improve the conditions of America’s largest and most ecologically diverse and productive estuary systems: the Chesapeake and Atlantic Coastal Bays. In 2003, Keith expanded the geographic focus of The Campbell Foundation to include California and the San Francisco Bay watershed under the leadership of his daughter and the Foundation’s President, Samantha Campbell.

Job Summary

The Keith Campbell Foundation for the Environment is delighted to announce the addition of a temporary Executive Assistant staff position for our Chesapeake Office. This is a six month, full-time position that will provide support to the Chesapeake Office and two Program Directors. This position will start on October 5, 2020.

The Executive Assistant will be responsible for a wide range of administrative duties, as well as office and grants management. The Executive Assistant will be joining the team in the Chesapeake office located in Annapolis, MD which includes three staff members and works closely with staff members in the San Francisco, CA office.

Reports To

Program Director of Agriculture and Civic Engagement

Responsibilities

Administrative/Operations

  • Provide on-demand administrative support
  • Manage travel, calendars, and email response/organization support (as needed) for Program Directors
  • Compile monthly expenses and submit reports
  • Update and track work plans
  • Organize weekly staff meeting agendas, 1:1 agendas, grantee meeting agendas, and staff celebratory events
  • Maintain annual events calendar
  • Track news of interest related to the Chesapeake Bay, Agriculture, and any grantee related news of interest
  • Perform administrative tasks such as creating and maintaining electronic files
  • Capture and report any technical issues with office hardware/software
  • Support program staff as requested

Office Management

  • Greet guests and provide support for in-house meetings, including management of conference room calendar
  • Organize and coordinate office operations, procedures, and resources to facilitate Foundation effectiveness and efficiency
  • Coordinate logistics for special events
  • Supervise office repairs/renovations/maintenance
  • Monitor and order all office supplies as needed
  • Answer phone for office mainline
  • Post outgoing mail, distribute or unsubscribe to hard copy mailings
  • Manage the office kitchen, conference room, and other common areas/resources

Grants Management

  • Prepare materials associated with the monthly grant review process
  • Communicate with grantees to clarify issues or questions on grant materials submitted
  • Process approved grants, to include editing and distribution of grant agreements, reporting guidelines, award letters, and all other associated steps of the monthly grant cycle
  • Assure monthly grants calendar is on track
  • Monitor timely submission of grantee proposals, reports, and acknowledgment letters
  • Oversee and process event sponsorships for Chesapeake office
  • Manage and process employer matching gift grants
  • Distribute new program and grantee announcements using Salesforce
  • Add contacts, update records, and general data entry

Qualifications

Background/experience

  • Bachelor’s degree preferred
  • Three or more years of experience in an administrative support role for an executive within a dynamic organization, preferably one that interacts with many external partners/customers

Technical Skills (preferred) 

  • Able to function well in a paperless environment
  • Mac/iPad/iPhone/iOS and PC fluency
  • Strong experience and comfort learning and using a wide variety of software including, as examples:
    • Salesforce or other databases/CRM software
    • MS Office Suite, with emphasis on Outlook
    • Zoom or other video conferencing tools
    • Adobe Acrobat Pro
    • Concur or other travel & expense software
    • SmartSheet or other project management/idea development software
    • Evernote
    • Cascade or other strategic plan reporting software
    • TechSmith Capture or other screencast tools

Compensation

Due on experience.

Requirements/Other

Competencies

  • Perform as a highly motivated Executive Assistant who understands its vital importance to the Program Directors and the larger Foundation
  • Able to prioritize multiple deadlines decisively and quickly; strong time management skills
  • Strong active listening and communication skills; customer service orientation
  • Understand the systems and operational requirements of the office and confidently identify, foresee, and address issues that might disrupt office priorities and inhibit productivity
  • Keen attention to detail in a highly dynamic environment
  • Consistent and comprehensive follow-through while handling multiple issues at any one time
  • Work with minimal supervision and a strong desire to independently problem solve
  • Operate within the Foundation as a confident team member and to project a strong, positive, and constructive image on behalf of the Foundation
  • Strong skills and interest in researching topics, working with databases, collecting and synthesizing quantitative and qualitative information
  • Proactive work ethic, highly self-motivated; capacity to work independently, but still take direction and work with existing systems
  • Bring a positive attitude toward collegial engagement to solving environmental challenges

How to Apply

Keith Campbell Foundation for the Environment