Blue Water Baltimore's mission is to restore the quality of Baltimore's rivers, streams and

Harbor to foster a healthy environment, a strong economy, and thriving communities. Blue Water Baltimore is 501(c)(3) nonprofit organization that accomplishes a wide range of work and partners with diverse organizations and community stakeholders to reach its restoration, greening, and advocacy goals.

Our team is small, close-knit, and committed to the wellbeing and happiness of one another. Our workplace is flexible, casual, and fun. As an organization and individually, we are committed to creating an inclusive environment. Read more at www.BlueWaterBaltimore.org. 

The Executive Support role for Blue Water Baltimore will be responsible for keeping the office running smoothly while providing executive support to the Executive Director. This person is responsible for developing intra-office communication protocols, streamlining administrative procedures, inventory control, office staff supervision, acting as a board liaison, point of contact for employees and visitors, office management and task delegation.

The successful candidate is an energetic professional who doesn't mind wearing multiple hats. Experienced in handling a wide range of administrative duties and executive support-related tasks with project management tools, technologically savvy, collaborative, process oriented and able to work independently with little or no supervision. Well organized, flexible, and enjoys the administrative challenges of supporting an office of diverse people.

Essential Duties 

• Manage exec director calendar/ meetings, scheduling, and appointments
• Serves as initial point of contact for BWB answering and transferring calls to appropriate staff
• Organize and disseminate meeting notes and action items to key stakeholders
• Manage the financial processes of check requests, invoices, and purchase orders. Arranges travel itineraries. (company credit card)
• Oversees meeting planning support to ensure successful planning and execution of meetings for the BWB Board of Directors, Executive Committee, and ad hoc committees of the Board
• Coordinates Board engagement and development program, including tracking individualized participation and records for each board member (including onboarding, committee placement, volunteer opportunities, recognition, etc.).
• Plan in-house or off-site activities, like parties, celebrations, and conferences
• Manage contacts and maintain up to date records to ensure outstanding customer relationship management to include: contract and price negotiations with office vendors, service providers and office lease and ensure that all items are invoiced and paid on time and Liaise with facility management vendors, including cleaning, catering, and security services.
• Address employees’ queries regarding office management issues (e.g., stationery, Hardware, and travel arrangements)
• Organize the office layout and equipment
• Partner with HR to update and maintain office policies as necessary and organize office operations and procedures and assist with onboarding for new hires

• Bachelor's degree in business administration, communications, or a related field preferred
• 5 years of work experience in an administrative/office management role
• Proficiency in MS Office, Google Suite, Asana, Salesforce, Calendly, and Zoom
• Hands on experience with office machines (e.g. fax machines and printers)

Competencies & Success Factors 

• Must have exceptional attention to detail
• Strong organizational and time management skills, and ability to prioritize
• Must be a self-starter and driven
• Experience managing multiple calendars
• Excellent communication and interpersonal skills
• A creative mind with an ability to suggest improvements
• Collaborative and team player

Salary: starting at $50k plus benefits

A Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.

All your information will be kept confidential according to EEO guidelines.