Administrative Assistant |Finance

DescriptionThe Chesapeake Bay Foundation seeks an Administrative Assistant in the Finance Department to be based at the Philip Merrill Environmental Center located in Annapolis, MD.The Administrative Assistant to the CFO's position will consist of writing, editing, taking minutes, and providing administrative and project support to the Chief Financial Officer and the Finance Team. Duties include but are not limited to:Creating and drafting correspondence.Editing narratives and reports.Designing appealing presentations.Assisting in the preparation of board meeting materials.Supporting the team with audits, state charitable registrations, and other general support duties.The Administrative Assistant may have access to, and will be responsible for keeping confidential personnel information, confidential business information, and other proprietary information of the Chesapeake Bay Foundation and its employees, including but not limited to financial accounts.RequirementsAssist with scheduling Audit and Finance/Investment Committee meetings. Poll board members to see who will be in attendance.Takes and finalizes detailed and accurate minutes for Audit and Finance Committee meetings and finalizes minutes for Investment Committee meetings.Completes additional tasks for preparing investment materials including, but not limited to:Preparing the weekly snapshot of market values.Reviewing monthly invoices from custodians and consultants.Filing investment materials.Composing correspondence and maintaining current authorizations, agreements, and additional documentation.Monitoring Investment inbox for incoming emails.Pulling custodian statements from PNC monthly and saving.Collects information and assists in the preparation of audits and budgets. Assembles presentations and materials for CFO Board committee meetings.Assist with annual audit/990 process.Assist CFO with preparation of various annual reporting requirements.Manage Finance department credit card and submit expenses.Manage credit card requests - new cards, limit increases, etc.Coordinates the annual State Charitable Registration process (registration to fundraise) within each state.Manages the day-to-day operational and administrative activities of the CFO by scheduling meetings and monitoring calendars, organizing the incoming flow of work, prioritizing requests, proactively preparing meeting agendas and materials, and following up to ensure timely responses.Organizes department files and creates an efficient and effective filing system for the CFO.Serve as contact for Finance team Friday staff briefing.Maintains Finance team calendar and agenda for team meetings.Schedule department budget meetings and generate budget/forecast calendar reminders for budget team members.Monitor credit by reviewing Dun and Bradstreet report.Exercises tact and confidentiality in handling sensitive information inherent with managing calendars, phone calls, emails, agendas for meetings, and all other correspondence impacting the position.Provides support to members of accounting when it comes to calendars, presentations, Microsoft Office support, Board committee materials preparation, project coordination, and other administrative duties.Contributes as a member of CBF's administrative group to provide additional support as required to various projects and provides direct back-up support for the other Executive Assistant positions.Completes administrative projects, additional duties, and tasks as assigned. Contributes to a collaborative work environment with shifting priorities.PREFERRED PROFESSIONAL EXPERIENCE AND QUALIFICATIONSAssociate degree in business administration or accounting; bachelor's degree preferred. A minimum of three to five years supporting directors and/or executives or other relevant experiences in a fast-paced, professional environment. Established record for handling confidential materials and sensitive situations. Excellent interpersonal, oral, and written communication skills, including a proven history for taking detailed and accurate meeting minutes. Have excellent organizational skills, a basic knowledge of accounting principles, and must be project-oriented. Must be proficient with Microsoft Office applications. Must possess strong attention to detail and ability to multi-task.

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