Administrative Assistant (Facilities)

POSITION: FACILITES ADMINISTRATIVE ASSISTANT

REPORTS TO: DIRECTOR OF FACILITIES

The Chesapeake Bay Maritime Museum (CBMM) is dedicated to preserving and exploring the history, environment, and culture of the entire Chesapeake Bay region, and making this resource available to all. As an educational institution, staff fulfill CBMM’s mission, goals, and vision, working individually and collaboratively to encourage the public’s access to our collections, programs, and resources.

Serving more than 90,000 guests each year, CBMM’s 18 acre campus includes a floating fleet of historic boats, 12 exhibition buildings, and changing special exhibitions, all set in a park-like waterfront setting along the Miles River and St. Michaels harbor.

Position Summary

The Facilities Administrative Assistant provides organizational, financial, and administrative support to the Director of Facilities and the Facilities Department. This role enhances operational efficiency by managing documentation, tracking projects and budgets, coordinating vendors, and supporting compliance and recordkeeping efforts.

Core Responsibilities

1. Administrative & Operational Support

• Maintain facilities work order tracking system and preventive maintenance schedules.

• Organize and maintain digital and physical records for repairs, inspections, permits, warranties, and contracts.

• Coordinate service appointments, contractor scheduling, and vendor communications.

• Coordinate all RFP processes.

• Prepare internal reports, meeting agendas and presentations, and project status summaries.

2. Financial & Budget Support

• Track departmental expenditures and assist with processing.

• Maintain capital project tracking spreadsheets (budget vs. actual) in coordination with the Finance team.

• Support annual budget preparation and long-term facilities planning documentation.

• Assist with inventory tracking (fuel, janitorial supplies, tools, equipment).

3. Compliance & Documentation

• Maintain OSHA and safety compliance documentation.

• Track inspection deadlines (fire systems, alarms, elevators, marina inspections, equipment certifications).

• Maintain insurance certificates and contractor compliance files.

• Assist with grant documentation and reporting related to facilities projects.

4. Event & Campus Coordination Support

• Assist in planning logistics for special events and campus setup/breakdown.

• Coordinate facilities support schedules during major events.

• Support communication between Facilities and other departments.

The Facilities Administrative Assistant is expected to be present for all special events and advancement functions unless otherwise arranged with the Director of Facilities and may be assigned to work in a capacity alternate to that defined.

This position is a part-time, hourly position of CBMM with an expected work schedule of 20-25 hours per week. All staff are expected to be available to work a flexible schedule that may include evenings and weekends.

• Experience in administrative support, preferably in facilities, construction, or property management.

• Strong organizational skills and attention to detail.

• Proficiency in Microsoft 365 (Excel, Word, Outlook); experience with maintenance management software a plus.

• Ability to manage multiple priorities and maintain accurate records.

• Strong written and verbal communication skills.