Administrative Assistant (67842)

The Chesapeake Bay Maritime Museum (CBMM) explores and preserves the history, environment, and culture of the entire Chesapeake Bay region, and makes this resource accessible to all. As an educational institution, staff fulfill CBMM’s mission, vision, and goals, working individually and collaboratively to encourage the public’s access to our collections, programs, and resources.  

SUMMARY DESCRIPTION  

The Administrative Assistant will provide administrative support to the Chief Operating Officer (COO) throughout various departments in our organization. The role calls for an individual who is self-directed and organized, with great people skills and a willingness to jump in and provide support wherever required. Additionally you should be detail-oriented, thrive in a fast-paced environment, possess exceptional organizational skills, and demonstrate the ability to manage multiple priorities. This position serves a critical role in maintaining efficient operations by providing administrative and operational support across multiple functions, including purchasing supplies, expense tracking, billing support, volunteer and program coordination, and interdepartmental communication. 

PRIMARY RESPONSIBILITIES

•    Scheduling and calendar management for various CBMM departments.

•    Supporting departments with purchasing & receiving including interface with third party vendors, service providers, and the creation of purchase orders & requisitions. 

•    Documenting donated and sold boats, to include entering information in the CBMM financial system, Altru. Filing all required sale documents including registration and title documents with the State of Maryland.

•    Support monthly invoicing and receivables in alignment with Finance department requirements and timelines. 

•    Supporting education events and programs on campus, building event registration in ACME, managing attendance list, purchasing supplies, and facilitating set-up and break-down in coordination with the Program Manager.

•    Assist in coordinating and scheduling Volunteers, including maintaining records and providing support through Better Impact, the museum’s volunteer management database.

•    Assist in the creation and distribution of printed and emailed collateral materials related to upcoming program functions.

•    Providing documentation, reporting, and analysis support.

•    Assuming such other duties as are necessary for the operations of CBMM or as assigned by the Chief Operating Officer.
 

KEY ATTRIBUTES:

• 2+ years of administrative or operations support experience preferred
• Demonstrated ability to manage multiple tasks and competing priorities in a fast-paced environment.
• Proficiency with Microsoft Office applications, including Word, Excel, Outlook, PowerPoint.
• Ability to quickly learn new software platforms and organizational systems.
• Excellent written and verbal communication skills.
• Ability to work both independently and collaboratively as part of a team.
• Ability to work periodically in an outdoor environment and travel between buildings across campus in a variety of weather conditions and terrains.
• Occasional lifting of up to 25 pounds; ability to assist with moving supplies and materials as needed. 
• High school diploma or equivalent.
• Strong organizational skills and attention to detail.

This position is a full-time, non-exempt, hourly position with an expected minimum work schedule of 40 hours per week. This position is on-site but is eligible for remote work based on department needs (Estimated 90% on-site/ 10% remote). 

This position may offer some scheduling flexibility; however, most hours will be worked during regular business hours, Monday through Friday. Occasional evenings and weekends may be required.