Education Administrative Assistant

  • Chesapeake Bay Foundation
  • Annapolis, MD, United States
  • Mar 16, 2017
Intermittent - On Call Admin Assistant/Environmental Support Communication/Public Outreach Environmental Education/Interpretation

Job Description

The Education Administrative Assistant provides administrative and project support to the Vice President of Education, Education Directors (Operations, Field, and Teacher Professional Learning) and other department staff as needed. Duties include administrative functions such as: drafting correspondence, designing presentations, writing reports, fielding phone calls, maintaining appointment schedule, planning events, assisting with teacher registrations, and monitoring office expenditures.  This position has frequent contact with members of the Board of Trustees, donors, CBF staff, school administrators, government officials, teachers, and education field staff.

Essential Functions:

• Design, develop, write, and edit reports, presentations, and letters. Must be proactive in the acquisition of relevant background knowledge in order to complete such tasks.
• Manage projects independently and work with minimal supervision
• Draft letters to state and local officials, school administrators, teachers, and others involved in environmental issues
• Manage the contract process between Education and Administration departments
• Field and prioritize phone calls and emails
• Plan meetings: reserve meeting rooms, contact participants, reserve/rent equipment, draft agendas, and coordinate logistics for education meetings, conferences, trainings and outreach
• Arrange for catering for events.  Provide refreshments and snacks for appropriate meetings
• Maintain databases, files, photos, news articles, and promotional content
• Attend all relevant staff meetings, provide summary of action items to attendees, and actively participate in the meetings.  Some meetings, retreats, and conferences are multi-day and require being away from home overnight or in the evening.
• Communicate with all departments within the organization, specifically the education department 
• Reconcile receipts and expense accounts
• Attend meetings as a representative of CBF
• Greet visitors and respond to routine requests for information
• Place orders for materials and supplies
• Assist with other duties as assigned


Successful Candidate should possess the following:
• Bachelor’s degree in communications, education, or related field, or relevant experience required
• Must be highly organized, detail oriented, and able to accomplish tasks independently
• Highly skilled in the use of computers, including Microsoft Office, spreadsheets, database management, graphics, and presentation software
• Exceptional communication and interpersonal skills
• Knowledge of Chesapeake Bay Foundation & the Education Department mission, strategic plans & goals, a plus

Physical Requirements:
• Ability to work occasional evenings and/or weekends
• Ability to work away from home for multiple-day periods throughout the year
• Ability to travel to attend trainings & meetings

Apply by March 17, 2017


Nonprofit- NGO