Office Manager

Chesapeake Bay Trust • Annapolis, MD

11d • $55,000 - $67,000 • 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 restoring and protecting Maryland's natural resources. With annual grant-making of approximately $25 million, the Trust supports around 350-400 awards per year. This individual will be a key member of a 45-person staff, working collaboratively to advance the Trust’s mission and uphold its core values: grantee focus, accountability and transparency, inclusiveness, collaboration, and innovation. The ideal candidate will independently identify needs, problem-solve, and proactively contribute to the Trust's mission. The position requires a strong executive presence combined with a willingness to perform hands-on tasks. The role is divided into 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 supporting 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.
• 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.
• The Trust does not participate in programs that require sponsorship for work visas.

Nice To Haves

• Experience in a non-profit grantmaking organization.
• Experience managing building operations and vendor contracts.
• Experience with IT support and vendor management.
• Experience in event planning and logistics.
• Experience leading organizational culture initiatives.

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 Organizational Culture Committee to ensure the Trust’s values permeate the day-to-day work experience.
• Support staff training events as needed.
• Process professional development registrations and travel arrangements.
• Manage building and property to ensure facilities are properly organized, supplied, maintained, and running smoothly, including arranging for contractors for repairs and developing systems for cleanliness and organization.
• Ensure 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, preventative maintenance, oversight, and approving bills.
• Maintain office equipment including printer/copier/scanner service, postage machine, water cooler, and telephone system.
• Reconcile and code corporate credit card used for office expenses.
• Provide support for organizational calendars used for conference room and virtual meeting reservations.
• Open, process, and distribute mail on a daily basis.
• Lead routine and troubleshooting IT tasks requiring on-site presence, under the guidance of the managed IT vendor.
• Manage staff onboarding/offboarding, including leading Trust orientation, managing technology equipment, and coordinating Office 365 and other software accounts.
• Maintain inventory of computer and telephone equipment and ensure sufficient spare equipment.
• Provide oversight and direction to third-party vendors supporting building technology.
• Manage logistics for all onsite meetings or events including tracking attendance, greeting guests, setup/breakdown, catering, and coordinating rentals/services.
• Support the Development and Communication team on the Trust’s speaker series, including topic research, outreach, program development support, and speaker coordination.
• Coordinate building tours with appropriate staff.
• Ensure conference room, audio, video, and phone equipment are set up and working properly, performing weekly readiness checks.
• Assist with offsite events, such as the Treasure the Chesapeake annual fundraiser and annual Legislative Meeting.
• Facilitate quarterly Board of Trustees meetings including setup, breakdown, reception, and printing materials.
• Assist with planning and coordination of the annual Board retreat.

Benefits

• Health Insurance with choice of medical plan and prescription, dental, vision, and life and disability insurance options, along with flexible spending accounts
• 401K retirement savings program with match
• Starting at 10 accrued vacation days, 7 accrued sick days, and 4 personal days annually
• Compensatory time available for overtime hours worked
• Eleven paid holidays per year
• Individual Professional Development fund

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Education Level: No Education Listed