Executive Assistant

Chesapeake Bay Foundation•Annapolis, MD

18d•Onsite

About The Position

The Chesapeake Bay Foundation (CBF) seeks an Executive Assistant to the Chief Philanthropy Officer (CPO) in the Philanthropy Department. This role, based at the Philip Merrill Environmental Center in Annapolis, MD, serves as a trusted partner, advancing priorities through executive support, project coordination, and communications. The position fosters collaboration across the organization and supports effective engagement with donors, volunteers, trustees, and other stakeholders. The Philanthropy team's mission is to provide financial resources for CBF to meet its long-term vision of saving the Bay by establishing and implementing strategies to motivate donors to contribute to the organization's programs and projects. CBF is a large regional nonprofit conservation organization dedicated to saving the Chesapeake Bay, its rivers and streams, and the wildlife that call it home, with a staff of approximately 200 employees working across multiple states and field locations.

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.

Nice To Haves

Experience supporting fundraising, nonprofit leadership, boards, or donor relations preferred.

Responsibilities

Partner with the CPO to manage priorities, tasks, and key initiatives.
Coordinate complex scheduling, travel, meetings, and related logistics.
Use sound judgment 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.