Administrative Associate

This position is 32-hours/week and is eligible for TLC benefits.

Application Deadline: Midnight, Tuesday, Oct 8th

About Triangle Land Conservancy (TLC)

TLC is an accredited and highly-respected land trust, having protected over 25,000 acres in the rapidly growing Triangle region of North Carolina. Since 1983, TLC has conserved land to safeguard drinking water, support family farms and the local food economy, protect important natural habitat, and connect people with nature. TLC operates a hybrid workplace and is headquartered in vibrant downtown Durham. This is an exciting time to work at TLC as we are seeing a dramatic increase in the use of our public nature preserves and growth in community support for our mission. TLC has doubled the pace of conservation in the Triangle and is conserving an average of 1,000 acres annually in addition to monitoring and stewarding TLC-conserved lands in perpetuity, hosting numerous public events and education programs, providing volunteer opportunities, and cultivating future leaders with an impactful youth leadership program. Learn more at triangleland.org

Position Summary

The Administrative Associate works out of the downtown Durham office a minimum of two days weekly and provides administrative support to the Director of Finance & Administration, Executive Director, and organization as a whole. The ideal candidate is self-motivated, friendly, and capable of managing their workload and prioritizing tasks in a fast-paced nonprofit environment.

Key Responsibilities

Finance and Administration:

• Receive, sort, distribute, and process incoming mail, including donations to TLC, twice weekly onsite at downtown Durham office.
• Provide operational support to three TLC offices, including coordinating building repairs, managing copiers including maintenance lease and stocking/ordering toner; managing office supply inventory. liaison with cleaning crew and security system provider.
• Calendar and scheduling management.
• Answer phones, route calls and messages as required.
• Provide back-up and support for general liability insurance claims and account maintenance.
• Create, maintain, and update hard copy and electronic filing systems (i.e., SharePoint).
• Organize office move (planning and execution) in 2025.
• Other support as needed.

Support staff gatherings:

• Manage logistics for biweekly virtual staff meetings (i.e., calendaring, Zoom link) and quarterly in-person staff gatherings (i.e, venue selection, ordering food and planning for dietary restrictions, providing virtual access when needed)
• Purchase meeting or committee supplies as needed.
• Special projects and other duties as assigned.

Technology Systems:

• Serve as TLC liaison to third-party information technology companies and facilitate monthly and quarterly account meetings.
• On-call during working hours for network performance issues; on-site presence for tech upgrades and maintenance.
• Provide employee on/offboarding for soft/hard technology set-up and telephone connection.
• Administrator for Voice Over Internet Protocol (VOIP) system, manage organizational and employee accounts, maintain main phone number greeting, menu, outgoing messages and liaise with VOIP providers.
• Administrator for SharePoint site, liaise with IT support company.
• Manage and inventory technology equipment.
• Communicate directly with TLC staff about technical issues and maintenance reminders.
• Satellite office support for IT needs, including server, internet service, wi-fi connectivity, workstation management.
• Other support as needed.

Direct support for Executive Director:

• Complete timecard and expense reports monthly for Executive Director.
• Manage logistics for quarterly in-person Board of Director meetings and quarterly virtual Board committee meetings. This includes venue selection, calendaring, catering coordination, compiling materials, tracking attendance, providing virtual access, taking minutes, and managing electronic votes when necessary.
• Maintain up-to-date board and committee folders, contact lists, biographies, and nominating committee board prospect list.
• Special projects and other duties as assigned.

Direct support for Advancement Department:

• Assist with in-house printing and mailing of fundraising appeals and gift acknowledgements.
• Submit business reply refund request to US Postal Service.
• Other support as needed.

Skills and Qualifications

• Proven experience in an administrative or assistant role, preferably in a nonprofit setting.
• Strong organizational and project management skills with exceptional attention to detail.
• Excellent written and verbal communication abilities.
• Discretion and professionalism in handling sensitive information.
• Strong problem-solving skills with a positive, solutions-oriented approach.
• Experience developing or improving office systems to enhance organizational efficiency.
• Proficiency with office technology, MS Office/Google Suite, and expense software; experience with third-party technology vendors is a plus.
• Flexibility and adaptability in a dynamic work environment.
• Strong interpersonal skills to effectively collaborate with staff, vendors, and the community.
• Ability to work independently and manage multiple tasks without direct supervision.
• Commitment to diversity, equity, and inclusion, fostering an inclusive workplace.

Diversity, Equity and Inclusion

TLC is an equal opportunity employer that recruits, hires, trains, and promotes individuals without regard to color, race, religious belief, sex, marital status, sexual orientation, gender identity, national or ethnic origin, disability, veteran status, or age. People of color, LGBTQ people, people with disabilities, and members of other historically disenfranchised populations are strongly encouraged to apply. We also strive to ensure our hiring process, including the submission of the application, meets your needs. To submit an application to this post, you will need to upload a resume and answer a few questions (using open text and multiple choice answers). If there are accommodations that would help you in submitting the application, please email hrATtriangleland.org. For accommodations needed during the interview process, we have a section to indicate this in the application (no need to email).