Administrative Assistant

Posted by
Carmel-by-the-Sea, CA


Published 29 days ago

January 18, 2021
January 15, 2021

Administrative Assistant

Reports to: Executive Director (ED), Program Director (PD)

Status: Non-Exempt, Part Time (20 hours per week)

Responsibilities include but are not limited to:


  • Act as outward facing, first-point of contact for visitors and clients at MEarth. Maintain warm & professional presence on the telephone and in-person.
  • Work closely with ED, PD and staff to develop streamlined systems and workflow in the office, including filing, strategies for a “paperless office”, creating systems and training staff in the organization and maintenance of our Google Drive. 
  • Track & Manage accounts receivable/payable.
  • Collect mail and make necessary bank deposits on a daily/weekly basis and maintain necessary paper trail. 
  • Interface regularly with the Bookkeeper to ensure seamless information input into Quickbooks and processing of bi-monthly payroll. 
  • Work closely with the ED and PD to manage the meeting schedule to ensure maximum effectiveness. 
  • Maintain a clean and welcoming office, maintain office equipment and supplies, and help troubleshoot technological problems for the team.
  • Support timely and efficient communication in the office, internally and with external key community partners and stakeholders. 
  • Maintain all existing databases, including event & program registration forms, donor lists and CRM system.


  • Maintain a current and updated website in regards to programs, events and registrations using Wordpress.
  • Contribute, with support from the team, to a steady social media presence and marketing strategies for programs and events.
  • Collaborate with the team to produce a monthly/bi-monthly newsletter and maintain mailing lists.
  • Collaborate with the team on developing and presenting a comprehensive communications strategy.


  • Work closely with MEarth team to plan and produce the two major fundraising/community events annually: MEarth Day and Glass Pumpkin Patch
  • Work closely with the MEarth team to plan and produce the year-end annual fundraising appeal. 
  • Produce printed and digital collateral (recipe books, handouts, event promotions, Annual Appeal mailings, etc) consistent with MEarth branding.
  • Work closely with MEarth Program Director to manage programing schedules and maintain communications with teachers/administrators.


  • Support property maintenance, as required, to ensure a safe and aesthetic learning environment for MEarth’s youth and community programs. 
  • Support volunteers and interns with on-site background checks and administrative procedures.

Required Education and Experience:

  • Educational Requirement: B.A. or B.S in related field or commensurate work experience.
  • Experience Required:  
  • Minimum two years of work experience in office, project management setting.
  • Strong interpersonal skills, ability to work well with youth, peers, volunteers, interns, various clients, etc. in a wide range of situations.

Required Knowledge, Skills, and Abilities:

  • Demonstrated skill and expertise in accomplishing work-related tasks with attention to detail – with accuracy, precision, completeness, neatness, and quantity.
  • Demonstrated knowledge in accomplishing work-related responsibilities, including methods, materials, tools, equipment, and fundamental subject matter.
  • Effective and efficient work habits including organization of work, punctuality and dependability, industry, and good practices of both vehicle and personal safety.
  • Skilled at working collaboratively in a team setting, as well as working independently.
  • Skilled at following and providing oral and written directions.
  • Able to establish and maintain friendly, cooperative, and effective working relationships with all persons contacted in the course of work.
  • Demonstrated a positive attitude and enthusiasm for work, willingness to conform to job requirements, and ability to adapt to change.
  • Strong & professional communication skills, both verbal and written.
  • Demonstrated good judgment, promptness of action, and sound decision making.
  • Computer skills - Mac preferred.
  • High proficiency in Microsoft and Google suites, CRM database management, Wordpress web management and time tracking software.
  • Proficiency in graphic programs including Adobe Creative Suite and Canva.
  • Strong database skills (desired).

Required Physical Capabilities:

Incorporated with one or more of the essential functions of this position are the following essential physical requirements:

  • Ability to see for purposes of reading instructions, labels, and other printed matter and for the safe operation of equipment.
  • Ability to hear and understand speech at normal levels in person and/or on the telephone.
  • Ability to communicate so others will be able to clearly understand a normal conversation in person and/or on the telephone.
  • Ability to operate a computer, typewriter, calculator, copy machine, telephone and other office equipment with dexterity and in a safe and efficient manner.
  • Ability to routinely lift and carry supplies and materials weighing up to 25 pounds.

Working Conditions: The working environment is subject to bending, crouching, or kneeling to access information and/or to assist students from ground level to 4.5 feet above the ground, pushing, pulling and lifting of instructional equipment and supplies, sitting on chairs or floor, leaning over for prolonged periods of time, reaching in all directions, and working outdoors for prolonged periods of time.

Background Check: Successful completion of the hiring process is contingent upon the applicant passing a multi-agency livescan fingerprint/background check (paid for by MEarth). 

Note: This job description is not intended to be all-inclusive. Employee may perform other duties, as required, to meet the ongoing needs of the organization. Employment at MEarth is at-will. 

MEarth is an Equal Opportunity Employer.

TO APPLY: Please visit

No Phone calls, please.

Administrative Assistant

Reports to: Executive Director (ED), Program Director (PD)

Status: Non-Exempt, Part Time (20 hours per week)

Responsibilities include but are not limited to:


  • Act as outward facing, first-point of…

Details at a glance

  • On-site Location
  • Part Time Schedule
  • Contract
  • 4-Year Degree Required
  • Professional


4380 Carmel Valley Road, Carmel-by-the-Sea, CA 93923

How to Apply

TO APPLY - Please visit:

TO APPLY - Please visit:

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