Administrative Assistant

Maine Tasting Center; Rockland (ME); On-site; USD 38,000 - 41,000; Full time

Benefits offered by this job

Health insurance

Vacation

Sick time

Paid holidays

Retirement package

Job summary

Georges River Land Trust (GRLT) in Rockland, Maine is seeking an Administrative Assistant to support office administration, LAP and development activities. The role involves greeting visitors, managing calendars, correspondence, and records, and coordinating with staff and volunteers to ensure smooth operations.

Responsibilities include handling inquiries via phone and email, coordinating meetings, assisting in contract writing, invoicing, donor management, and maintaining files.

Qualifications

• 2-5 years of administrative or project support experience in a nonprofit setting.
• Proficiency with Meta Office, Microsoft and Google office tools; Canva, LGL and QB experience helpful.
• Strong written and verbal communication skills.
• Excellent organizational skills with attention to detail and deadlines.
• Ability to work independently and collaboratively with staff, volunteers and the public.
• Experience supporting fundraising campaigns and board relations.

Responsibilities

• The Administrative Assistant is responsible for office administration, LAP, Operations and Development support and reports to the Executive Director.
• Receives visitors and manages phones, voicemail, and organizational email, directing inquiries appropriately.
• Manages calendars, meetings, minutes, and file organization, and supports insurance and accounting tasks.
• Provides program and development support, including donor management and communications with contractors.
• Coordinates with program managers on contracts, invoices, and publications, and assists with events and volunteers.
• Oversees purchase orders, supplies, and coordination with IT/contracted services to maintain office functionality.
• Occasional evening and weekend hours required for events and community programs.

Skills

Strong written and verbal comms

Excellent organizational skills

Ability to work independently

Team collaboration

Fundraising campaigns experience

Tools

Meta Office

Microsoft Office

Google Workspace

Canva

Little Green Light (LGL)

QuickBooks

Job description

Georges River Land Trust (GRLT) was founded in 1987 to conserve and care for the diverse ecosystems of the St. George River watershed in Midcoast Maine. To date, we have protected over 5,700 acres of forestland, fields, farms, and waterways. We maintain 80+ miles of trails and also steward a unique art environment at the Langlais Art Preserve (LAP). We are a dynamic ten-person team based in Rockland, Maine.

Administrative Assistant Responsibilities

The Administrative Assistant is responsible for office administration, LAP, Operations and Development support. This position includes frequent interaction with staff and board members, as well as with donors, contractors, educators, artists, volunteers, vendors, and the public. The Administrative Assistant reports to the Executive Director.

Reception and Administrative support

Serves as the primary point of contact for visitors, callers, and the general public by welcoming guests, monitoring the main office phone/voicemail and organizational email accounts (info@grlt and langlais@grlt) and responding to or directing inquiries and communications to the appropriate staff member.

Oversees organizational calendar to schedule meetings and events.

Provides administrative support to directors and staff including correspondence, emailing, meeting minutes, copying, and filing.

Supports the Director with Board duties, ensuring that complete records of all meetings and distributed materials/documents are up to date, maintained electronically and filed.

Manages files, record keeping systems, organizational accounts/subscriptions and passwords.

On a daily basis, manages incoming and outgoing mail.

In coordination with the Executive Director, oversees administration and renewal of all insurance policies, including worker's comp, liability and health/dental insurance.

Enters financial information in QuickBooks online in coordination with the Executive Director.

Program Support

Collaborates with Program Managers overseeing Lands, Trails and Public Access, Stewardship, Development and Community Engagement, as well as the Langlais Art Preserve Director, to provide administrative support with writing and facilitation of contracts and management of invoices and related communications with external contractors.

Provides assistance to development staff as needed, with Little Green Light (donor management software), development filing and communications.

Coordinates with the Community Engagement Manager, who oversees the website and social media outlets, to ensure there is internal alignment on public communications.

Provides support to staff and LAP Director with the production and distribution of publications and materials, including brochures, newsletters, website updates and various handouts.

Assists staff and LAP Director with program registrations and scheduling.

Supports the planning of community presentations and events, with some limited evening and weekend work required.

Coordinates and manages office volunteers.

Office Oversight

Promotes a professional and welcoming office environment.

Maintains office and all program supplies, ensuring adequate inventory and timely reordering.

Coordinates with the Executive Director and IT contractors to manage office equipment and computers, including updates and installation of software and apps.

Responsible for coordinating with contracted services and managing supplies to ensure cleanliness, maintenance and proper upkeep of all GRLT-owned and leased buildings.

Required qualifications

2-5 years of administrative or project support experience, preferably in a nonprofit setting.

Proficiency with Meta office, and Microsoft/Google office tools. Canva, LGL and QB experience are helpful.

Strong written and verbal communication skills.

Comfortable troubleshooting office equipment and basic tech issues.

Excellent organizational skills with attention to detail, accuracy, timeliness and ability to meet deadlines while handling multiple priorities.

Ability to work independently and collaborate effectively with staff, vendors, contractors, volunteers, and the public.

Experience supporting fundraising campaigns, board relations, organizational initiatives.

Knowledge of or interest in environmental/conservation issues.

Ability to work some evening and weekend hours to support work-related events.

Compensation

Salary will range from $38,000 - $41,000 Benefits package includes health insurance, vacation, sick time, paid holidays, and retirement package. Georges River Land Trust is an equal employment opportunity employer.