Administrative Assistant

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 w...