Office Manager

Office Manager

The Chesapeake Bay Trust, a non-profit grantmaking organization, seeks an Office Manager for our 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 (but exact hours can be somewhat flexible).

Established in 1985, the Chesapeake Bay Trust uses grantmaking as a method to promote community-based participation in the restoration and protection of the natural resources of Maryland and the Chesapeake Bay region. In the past fifteen years, the Trust has doubled its grant-making five times through new revenue from a wide range of partners, with current annual grant-making of approximately $25 million.

The Trust currently allocates these grant funds through 350-400 awards per year to entities who apply through open, competitive calls for proposals as well as programs such as the Chesapeake Conservation and Climate Corps.

This person will be a key member of a high-energy, collaborative, 45 person staff who work diligently to advance the Trust's mission and consider the Trust's core values of grantee focus, accountability and transparency, inclusiveness, collaboration, and innovation. A successful person in this role will be able to independently identify what is needed to keep the Trust running and take initiative to problem solve and advance the Trust in serving its mission.

This person should have strong executive presence but also not be afraid to roll up his/her/their sleeves.

The position will require work in four core areas: full staff support (~20% of time), managing the office and building in the beautiful community of Eastport, Annapolis (~30% of time), and support for the administration team, including liaising proactively and reactively (troubleshooting) with our IT vendor (~35% of time), and supporting events and meetings (~15% of time).

• 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, making work more meaningful, fostering a sense of belonging, and increasing staff fulfillment and productivity;
• Support staff training events as needed (other than onboarding, see below)
• 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 otherwise running smoothly. Activities that may be required include arranging for plumbers, electricians, or other contractors to resolve unpredicted issues; developing systems for keeping common areas clean and organized (paper in the copier, supplies in the restrooms; kitchen area presentable in the event of donor pop-in visits);
  
  coordinating with landscaper maintenance tasks. This set of tasks will require balancing efficiency with our value of fiscal responsibility. Some tasks will require external contractors/service professionals. Others will be able to be accomplished by the person in this position without incurring the expense of external assistance.
• 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 work to support building operations, including scheduling and anticipating preventative maintenance, providing oversight and direction to such vendors, receiving and approving all office-related vendor bills and submitting to Finance for payment;
• Maintain office equipment including printer/copier/scanner service, postage machine, water cooler, telephone system in conjunction with vendors, as needed;
• 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…