Administrative Assistant

Chesapeake Bay Maritime Museum Inc • Full-time • Remote (Saint Michaels, MD, US) • $20 - $24 / hour • 4d ago

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) through administrative support of the Shipyard and Boat Donation programs. 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.

PRIMARY RESPONSIBILITIES

Scheduling and calendar management for all shipyard operations including Shipyard Programming and the Boat Donation Program.
Supporting the 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 for shipyard contracts in alignment with Finance department requirements and timelines.
Supporting Shipyard education events and programs on campus, building event registration in Altru, managing attendance list, purchasing supplies, and facilitating set-up and break-down in coordination with the Shipyard Education Programs Manager.
Assist in coordinating and scheduling the Shipyard and Boat Donation Program 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 related to upcoming Shipyard and Boat Donation Program functions.
Providing documentation, reporting, and analysis support across all Shipyard functions. Assuming such other duties as are necessary for the operations of CBMM or as assigned by the Chief Operating Officer.

KEY ATTRIBUTES:

Effective communication skills.
Highly proficient with Microsoft 365 office suite – MS Word, Outlook, Excel, and PowerPoint.
Ability to work independently and to juggle multiple responsibilities.
Ability to project a positive attitude with the museum staff, volunteers, and guests.

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.

Expected hours: No less than 40 per week

Benefits: