Chesapeake Biological Laboratory (CBL) is seeking an executive assistant who will provide support to the leadership of CBL. Located in Solomons, MD., CBL is one of four constituent research laboratories that form the University of Maryland Center for Environmental Science (UMCES), one of 12 institutions within the University System of Maryland. CBL has a 100-year heritage of research on the Chesapeake Bay and its tributaries.

Job Description:
Under limited supervision, provide executive level administrative and business support to the CBL Director, Associate Director of Administration and Assistant Director of Finance. This position handles matters that are highly confidential and of a sensitive nature. The position regularly interacts with all levels of university officials, faculty, state and local officials, the public and all employees.

Job Duties:
● Maintain compliance with University, UMCES and CBL administrative policies, which require managing and ensuring confidentiality of all information,
● Research and produce summaries and reports of the activities of CBL’s
administration, faculty, staff and students,
● Primary responsibility for coordinating faculty appointments, promotions, reviews and reappointments,
● Act as intermediary for executives, interacting with officials, staff at all levels, and the public,
● Prioritize, compose and respond to internal and external correspondence,
● Manage the Director’s daily schedule (including planning itineraries, developing agendas, meeting materials and reporting expenses),
● Schedule, attend and record minutes of all faculty and administrative meetings
● Assist with the planning, coordination and logistics for CBL events, conferences and external groups utilizing campus facilities.

We seek a results-orientated person with a “make it happen” attitude and a proven track record of successful managing upwards and providing support in a small organization. The successful candidate must demonstrate skills in managing confidential information and using good judgment. The candidate will have strong organizational and interpersonal skills and the ability to develop constructive and cooperative working relationships with others. Superior writing, analytical and problem-solving skills, with a demonstrated ability to provide creative solutions to real-time challenges are expected.

All candidates must have interest and experience in using technology to improve work efficiency and an advanced level of experience with MS Office applications including Word, Excel, PowerPoint and Access. Working knowledge of Constant Contact, Canva and In-Design is advantageous.

UMCES offers excellent benefit options through the State of Maryland, to include medical, dental, prescription, FSA, life insurance and AD&D.  Regular full time employees also receive university retirement benefits, a very generous tuition remission program and comprehensive annual and sick leave benefits. 

The selected candidate will be required to review and accept the UMCES Principles of Conduct.

Minimum Qualifications:

An Associate’s Degree and 6-years’ experience of executive support are the minimum required qualifications. Comprehensive knowledge of and skilled in the application of office practices, procedures and equipment. Comprehensive knowledge of business English, spelling, grammar and arithmetic. Thorough knowledge of and skilled in word processing, database and spreadsheet software, produce documents and maintain
information.

Preferred Qualifications:
Preference will be given to those with a Bachelor’s degree. Experience with a University System of Maryland institution or university administrative environment.

Physical Demands: Sedentary, administrative office environment

Required Application Materials: Cover letter, resume, contact information of three professional references

Open Until Filled: yes