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Office Administrator/Land Protection Assistant

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Published 22 days ago

POSITION SUMMARY:

Under the general supervision of the Director of Finance & Administration and the Senior Project Manager, ensures smooth operations of the Topsham, Maine office by greeting visitors and providing general assistance to colleagues. 

DUTIES AND RESPONSIBILITIES:

·       Greets visitors, answers phones, and directs callers and visitors to the appropriate staff member.

·       Leads and conducts packet coordination and production for the Board and Lands Committee. Edits reports and electronically files them;

·       Coordinates logistics for Land Protection, Finance related & other Board Committee meetings as required, staff meetings and celebrations in Topsham and others as assigned. Monitor responses and reporting, creates calendar requests in Outlook, creates meeting events in BoardEffect board portal, and coordinates meeting spaces, catering and reservations if needed.

·       Maintains the electronic calendar requests for the organization. This includes all Board Committee meetings, internal meetings (All Staff, Strategic Planning, trainings, holiday celebrations, etc.) by setting up invitations meeting standards established.

·       Updates and maintains a variety of electronic materials via BoardEffect board portal, including Board and Council member lists, staff handbooks, MCHT Directory and various presentations;

·       Provides administrative support to Finance and Human Resources where needed, including direct support and coordination for Finance/HR, (e.g. assistance with processing vendor payments, as well as overnight mailings, travel to bank for deposits, etc.)

·       Assists with the annual Land Trust Conference logistics, including setting up registration and signs, reviewing proposals and choosing a caterer, ordering supplies, and communicating with all people involved.

·       Monitors and coordinates facility maintenance and repair work when necessary. Works with building maintenance staff to identify and rectify problems in order to reduce costs, save energy, and maintain a healthy work environment.

·       Maintains welcoming and tidy common areas and ensures that the most up to date and relevant materials are available for visitors and easily accessible for staff.

·       Processes incoming and outgoing mail on a daily basis.

·       Assists Director of Land Protection with the following functions:

o  Coordinates all aspects of the bi-weekly Teleland meetings (includes scheduling, circulating agendas, note taking, etc.)

o  Assembles PowerPoint presentations and performs note taking function for the Lands Committee meetings;

o  Assembles PowerPoint presentations and other materials as needed for Board meetings;

o  Assists Topsham office Project Managers with all maintenance associated with land project files;

o  Assists with the coordination of the Monthly Executive Committee Meeting Land Protection related materials;

o  Assemble baselines for new conservation eaesments and Hazardous Waste Reports for all new projects for Topsham project managers;

·       Assists with weekly, monthly, annual, and occasional mailings for all departments including delivery of mailings to post office.

·       Manages office supplies and kitchen needs, searches for best available prices to maintain budget, and places orders as needed. 

·       Orders, stores, tracks and inventories letterhead, publications (e.g. newsletter, annual reports) and other materials needed on a regular basis (e.g. greeting cards, maps, initiative descriptions, brochures, etc.).

·       Oversees and ensures tidy use of all storage areas – this includes the workroom, closets, basement, kitchen, and other shared spaces and includes assisting with pre-and post-event clean-up.

·       Serves as a System Administrator for BoardEffect board portal; Works with our System and Workroom Administrators in that platform, follows and develops best practices, ensures roles are clear for making updates and maintaining the information in that platform.

·       Participates in monthly cross-department Administrative Team meetings;

·       Performs special projects and other related duties as required, directed or as the situation dictates.

  • Attendance may be required for periodic evening and weekend events throughout the year.

·       A hybrid approach to attendance at the workplace with occasional travel is anticipated.

SUPERVISORY RESPONSIBILITY:

none

EDUCATION & EXPERIENCE:

Associate Degree with related experience in office support and/or administration or 3-5 years combination of relevant education, training, and/or experience.

QUALIFICATIONS:

·       Demonstrated professional history managing multiple complex and competing priorities with sound judgment, self-direction and initiative;

·       Strong organizational skills and attention to detail;

·       Strong interpersonal and communication skills with an ability to interact with a wide range of people;

·       Effective writing, editing and word process skills;

·       Experience and ability in event planning;

·       Experience with executive level calendar management;

·       Ability to assess, analyze and troubleshoot basic technology and administrative/operational issues;

·       Ability to work both independently and as part of a team; and

·       Ability to effectively operate and train others on using computers, telephones, printer/scanner/copier equipment and assigned software, including Microsoft Office, Outlook, OneNote and other software used organization-wide.

·       Currently commissioned Notary Public in the State of Maine is desired; or willingness to become a Notary.

WORKING CONDITIONS & PHYSICAL DEMANDS:

Majority of work is performed in a normal office environment not subject to extremes of noise, temperature, odor, etc. Occasional travel and overnight stays are required. Operates computer, printer, and other office equipment. Work requires extended sitting and repetitive motion in the use of computer, keyboard, and mouse.

This is a permanent, full-time position with a benefits package including insurance (no cost for employee coverage), vacation and sick time, and a retirement plan.

TO APPLY:  Send cover letter and resume to search@mcht.org with “Office Admin/LP Asst” in the subject line. The deadline to apply is November 22, 2021.

The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

*External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case by case basis.

This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change

Maine Coast Heritage Trust does not discriminate on the basis of race, color, sex, gender identity, national origin, age, disability, veteran status, sexual orientation or any other characteristics protected by law. We are an equal opportunity employer dedicated to creating an inclusive culture where employees from diverse backgrounds can thrive and support our mission.


POSITION SUMMARY:

Under the general supervision of the Director of Finance & Administration and the Senior Project Manager, ensures smooth operations of the Topsham, Maine office by greeting visitors and providing general…

Details at a Glance

  • Time Commitment
    Full Time Schedule
  • Application Deadline
    November 22, 2021
Compensation
USD $18 - USD $20
/ hour
Starting salary is dependent on experience

Benefits

benefits package including insurance (no cost for employee coverage), vacation and sick time, and a retirement plan.

benefits package including insurance (no cost for employee coverage), vacation and sick time, and a retirement plan.

Location

On-site
Topsham, ME 04086, USA

How to Apply

TO APPLY:  Send cover letter and resume to search@mcht.org with “Office Admin/LP Asst” in the subject line. The deadline to apply is November 22, 2021

TO APPLY:  Send cover letter and resume to search@mcht.org with “Office Admin/LP Asst” in the subject line. The deadline to apply is November 22, 2021

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