The Chesapeake Bay Foundation seeks an Executive Assistant to the Chief Financial Officer to be based at their Philip Merrill Environmental Center headquarters located in Annapolis, MD.
THE CHESAPEAKE BAY FOUNDATION
The Chesapeake Bay Foundation (CBF) is the largest regional non-profit conservation organization working solely to save the Bay. Established in 1967, CBF has a staff of approximately 185 employees working in offices in Annapolis Maryland; Richmond and VA Beach, Virginia; Harrisburg, Pennsylvania; and Washington, D.C., and in 15 field education program locations. Our staff and volunteer corps work throughout the region educating students and adults, advocating for clean water polices, restoring waterways, and litigating when necessary.
CBF's headquarters office in Annapolis, MD 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 in Virginia Beach, VA. The Brock Center is one of the most energy efficient, environmentally smart buildings in the world.
CBF has an annual budget of approximately $21 million and is supported by more than 200,000 members and e-subscribers. For more information on CBF please visit www.cbf.org.
CONTEXT OF THE POSITION
The EA to the CFO’s position will consist of writing, editing, taking minutes, and providing administrative and project support to the Chief Financial Officer. Duties include creating and drafting correspondence, editing narratives and reports, designing appealing presentations, and other general support duties. The Executive Assistant may have access to, and will be responsible for keeping confidential personnel information, confidential business information, and other proprietary information of the Chesapeake Bay Foundation and its employees, including but not limited to financial accounts.
Essential functions include:
1. Takes and finalizes detailed and accurate minutes for Audit and Finance Committee meetings, and finalizes minutes for Investment Committee meetings.
2. Completes additional tasks for preparing investment materials including, but not limited to:
- Preparing the weekly snapshot of market values.
- Reviewing monthly invoices from custodians and consultants.
- Filing investment materials.
- Composing correspondence and maintaining current authorizations, agreements and additional documentation.
3. Collects information and assists in the preparation of audits and budgets. Assembles presentations and materials for Board committee meetings.
4. Coordinates the annual Charitable Registration process (registration to fundraise) within each state.
5. Creates financial, investment and project-based reports, charts and graphs for meeting presentations from provided data.
6. Manages the day-to-day operational and administrative activities of the CFO by scheduling and monitoring calendars, organizing the incoming flow of work, prioritizing requests, proactively preparing meeting agendas and materials, and following-up to ensure timely responses.
7. Receives and prioritizes the CFO’s correspondence, takes action in drafting correspondence and forwards for action and/or distributes for information.
8. Coordinates travel arrangements and catering, processes vendor invoices and reconciles the CFO’s credit card statement and any other billing. Works collaboratively with staff and external vendors to convene on and offsite gatherings/meetings.
9. Organizes department files and creates an efficient and effective filing system for the CFO.
10. Applies sound judgment and consistently demonstrates professional demeanor to manage relations with key constituents, including Board of Trustees, and other external associates.
11. Exercises tact and confidentiality in handling sensitive information inherent with managing calendars, phone calls, emails, agendas for meetings and all other correspondence impacting the position.
12. Provides support to members of accounting when it comes to calendars, presentations, Microsoft office support, Board committee materials preparation, project coordination, and other administrative duties.
13. Contributes as a member of CBF’s administrative group to provide additional support as required to various projects, provides direct back-up support for the other Executive Assistant positions, including covering the front desk for the receptionist.
14. Completes administrative projects, additional duties and tasks as assigned. Contributes to team environment in the office.
PROFESSIONAL EXPERIENCE AND QUALIFICATIONS
Associate’s degree in business administration or accounting; bachelor’s degree preferred. A minimum of three to five years supporting directors and/or executives or other relevant experiences in a fast-paced, professional environment. Established record for handling confidential materials and sensitive situations. Excellent oral and written communications skills, including a proven history for taking detailed and accurate meeting minutes. Possess strong skills and proficiency with Microsoft Word, Excel, PowerPoint and Outlook; experienced with networks. Have excellent organizational skills, a basic knowledge of accounting principles, and must be project oriented.
To apply, please send cover letter, resume, and salary history and requirements no later than August 29, 2016 to:
Chesapeake Bay Foundation
CBF offers a comprehensive benefits package to include: 20 vacation days, 10 sick days, health, vision, dental, life insurance, and a tax deferred annuity plan. The Chesapeake Bay Foundation is an Equal Opportunity Employer.