Temporary Events & Promotions Assistant

The Chesapeake Bay Foundation seeks a Temporary Events & Promotions Assistant in the Development Department to be based at the Philip Merrill Environmental Center located in Annapolis, MD, with some local and regional travel.

THE CHESAPEAKE BAY FOUNDATION

Established in 1966, the Chesapeake Bay Foundation (CBF) is the largest regional nonprofit conservation organization dedicated to saving the Chesapeake Bay, its rivers and streams, and the wildlife that call it home through education, advocacy, litigation, and restoration. Since 2010, CBF has engaged in a focused effort to defend and implement the Chesapeake Clean Water Blueprint, a binding federal and state collaborative agreement aimed at reducing pollution to the science-based, legally-affirmed levels established by the U.S. Environmental Protection Agency (EPA). The Blueprint is expected to be fully implemented by 2025. If the states and the federal government achieve Blueprint goals, the Bay will finally—after decades of failed efforts—be removed from the Clean Water Act’s impaired waters list. Successfully implementing the Blueprint depends on a well-informed, engaged, active, and diverse constituency of members, advocates, and volunteers who speak up and take action to save the Bay.

CBF has a staff of approximately 230 employees working in offices in Annapolis, Maryland; Richmond and Virginia Beach, Virginia; Harrisburg, Pennsylvania; and Washington, D.C. as well as 14 field education program locations. Our staff and volunteer corps work throughout the region educating students and adults, advocating for clean water policies, restoring waterways, and litigating when necessary.

CBF's headquarters office in Annapolis, Maryland is the Philip Merrill Environmental Center, the world’s first U.S. Green Build Council’s LEED platinum building. In 2014, CBF opened the Brock Environmental Center—one of the world’s most energy efficient, environmentally smart buildings—in Virginia Beach, Virginia.

CBF has an annual budget of approximately $30 million and is supported by over 200,000 members and e-subscribers. For more information on CBF, please visit cbf.org.

DEPARTMENT DESCRIPTION

Development

The mission of Development is to provide financial resources for CBF to meet its long-term vision of saving the Bay. It establishes and implements strategies to motivate donors to contribute to the organization’s programs and projects through two primary areas of activity: development and membership.

CONTEXT OF THE POSITION

The Events & Promotions Temporary Assistant assists with the execution of CBF’s signature events and promotions with a primary focus on Bands in the Sand. This position reports to the Events & Promotions Manager and assists the Development department, engaging donors and members, working to strengthen their relationship with CBF and their connection to CBF’s mission. The position will require local and some regional travel.

Essential functions include:

1. Assist in the execution of CBF’s signature event, Bands in the Sand

a. Prepare invoices, acknowledgement letters, and other event-related mailings

b. Track RSVPs

c. Fulfill sponsor benefits

d. Procure in-kind sponsorships

e. Fulfill ticket orders

f. Prepare nametags and/or event check-in lists

g. Coordinate vendors and contract execution

h. Coordinate volunteers

i. Provide on-site, event-day assistance and logistical support. Must be available on Saturday, June 14, 2025.

j. Provide post-event support including cleanup, thanking attendees, assisting to close out contracts, etc.

k. Participate in post-event evaluations and preparing sponsorship fulfillment reports

1. Assist in the planning and preparation of the fall event season

a. Update itineraries and other planning documents

b. Research vendors and manage contract execution

c. Create events in the CRM

d. Provide onsite logistics support

1. Assist the stewardship and events team with other tasks and projects as needed

a. Proofread stewardship reports

b. Administrative support

c. Create photobooks

PREFERRED PROFESSIONAL EXPERIENCE AND QUALIFICATIONS

Excellent written and oral communication skills. Ability to balance multiple responsibilities, often with strict deadlines. Strong attention to detail and effective proofreading skills.

Proficiency in computer systems and MS Office software required, with mastery of Excel and mail merge functions of Word.

Positive attitude.

SCHEDULE FOR THE POSITION

The tentative schedule for this position is outlined below but can be adjusted based on the candidate’s availability.

Standard schedule:

• April 14 – June 30

o Monday – Thursday

o 9am – 4pm

Extended schedule for Bands in the Sand:

We request flexibility this week as workloads can change. There could be late nights, but we will work with candidates to ensure they are comfortable with the hours and schedule.

• June 2 – June 13

o 9am-4pm

o Monday - Friday

• June 14 – Bands in the Sand – must be available all day

10am-11pm

Salary Range: $20

To apply, please send resume and cover letter through job posting on CBF website. This position will be open until filled.