Office Manager

Chesapeake Bay Trust•Annapolis, MD

9d•Onsite

About The Position

The Chesapeake Bay Trust, a non-profit grantmaking organization, seeks an Office Manager for its Annapolis, MD, location to lead daily administrative and building operations. This role reports to the Administration 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, with some flexibility in exact hours. The Chesapeake Bay Trust, established in 1985, uses grantmaking to promote community-based participation in the restoration and protection of Maryland's natural resources and the Chesapeake Bay region. The Trust has significantly increased its grant-making, currently awarding approximately $25 million annually through 350-400 awards per year. The Office Manager will be a key member of a 45-person staff, contributing to the Trust's mission and core values of grantee focus, accountability, transparency, inclusiveness, collaboration, and innovation. The ideal candidate will be proactive in identifying needs, solving problems independently, and advancing the Trust's mission. This role requires a blend of executive presence and a hands-on approach. The position focuses on four core areas: full staff support (~20% of time), managing the office and building (~30% of time), support for the administration team including IT vendor liaison (~35% of time), and support for events and meetings (~15% of time).

Requirements

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.
Exceptionally thorough and detail-oriented.
Ability to plan and manage small projects.
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.
Must have a residential address in Maryland, Pennsylvania, Virginia, West Virginia, or Washington D.C.
Must be currently authorized to work in the United States on a full-time basis.

Responsibilities

Coordinate logistics for and lead biweekly all-hands Trust staff meetings.
Develop and implement all-hands Trust staff activities, such as retreats, team building exercises, and celebrations.
Lead the Organizational Culture Committee to ensure the Trust’s values permeate the day-to-day work experience.
Support staff training events as needed (other than onboarding).
Process professional development registrations and travel arrangements, as needed.
Manage building and property to ensure that the campus and its facilities are properly organized, supplied, maintained, and running smoothly.
Arrange for plumbers, electricians, or other contractors to resolve unexpected issues.
Develop systems for keeping common areas clean and organized.
Coordinate with landscaper maintenance tasks.
Ensure the office is presentable for donors and other visitors at all times.
Maintain and purchase inventory of all office supplies.
Manage third-party vendor contracts for building operations, including scheduling, anticipating preventative maintenance, providing oversight, and approving office-related vendor bills.
Maintain office equipment including printer/copier/scanner service, postage machine, water cooler, and telephone system in conjunction with vendors.
Reconcile and code corporate credit card used for office expenses.
Provide support for organizational calendars used for various purposes such as conference room and virtual meeting reservations.
Open, process, and distribute mail on a daily basis.
Lead, under managed IT vendor guidance, routine and troubleshooting tasks requiring on-site presence, such as back-up drive management and restarting machines/servers.
Manage staff onboarding/offboarding, including leading Trust orientation, purchasing/disposing of technology equipment, assigning/reassigning computer and telephone equipment, coordinating Office 365 accounts, and setting up/terminating other required software.
Maintain inventory of computer and telephone equipment and ensure a sufficient level of spare equipment is maintained.
Provide oversight and direction to third-party vendors that support building technology.
Manage logistics for all onsite meetings or events including tracking attendance, greeting guests, setup/breakdown, catering, and coordinating other rentals and services (occasional evening work required).
Support the Development and Communication team on the Trust’s speaker series, including researching and proposing event topics, conducting outreach to potential speakers, supporting program development, and coordinating with selected speakers.
Coordinate building tours with appropriate staff.
Ensure conference room, audio, video, phone, etc., are set up and working properly, and perform weekly readiness checks.
Assist with offsite events, as needed, such as the Treasure the Chesapeake annual fundraiser and annual Legislative Meeting.
Facilitate quarterly Board of Trustees meetings including setup and breakdown of conference room and post-meeting reception, and printing of meeting materials.
Assist with planning and coordination of the annual Board retreat, as needed.