Part-time Administrative Assistant

Catoctin Land Trust; Frederick (MD); Hybrid; USD 18,000 - 28,000; Part time

Job summary

Catoctin Land Trust seeks a part-time Administrative Assistant to support grant reporting, data entry and day-to-day operations from a remote setting with occasional meetings in Frederick, MD.

You will coordinate invoices, fundraising communications, donor acknowledgments and CRM data entry, while supporting management and staff with calendar management and event planning. Strong organizational skills and reliable, self-directed work are essential.

Qualifications

• Available 20-25 hours/week.
• Strong organizational skills with the ability to prioritize tasks efficiently.
• Detail-oriented with a high level of accuracy in work.
• Self-directed, reliable, and able to meet deadlines.
• Able to take ownership of projects and collaborate with others.
• Proven experience as an administrative assistant or in a similar role.
• Excellent written and verbal communication skills.
• Proficient with Microsoft Office and Google Drive applications.
• Experience working with CRMs or comfort in learning (Little Green Light).
• Some financial background preferred due to invoicing and spreadsheets, but not required.
• Remote position with a few in-person meetings in Frederick, MD.

Responsibilities

• Assist with the fulfillment of grant reporting requirements.
• Serve as primary contact for State of MD grant contracts, responding to/forwarding requests.
• Collect invoices, receipts, and proof of payment to match bank statements and submit to granting agencies.
• Process and track payments; enter data into CRM.
• Generate and send donor acknowledgement letters.
• Assist with newsletter and donor acquisition printing and mailings.
• Provide administrative support to management and staff.
• Arrange internal/external meetings and coordinate events; maintain calendars.

Skills

Organizational skills

Attention to detail

Self-directed

Reliable

Meet deadlines

Ownership & collaboration

Excellent communication

CRM experience

Financial basics

Tools

Microsoft Office

Google Drive

CRM software (Little Green Light)

Job description

Catoctin Land Trust (CLT) is a small, but growing nonprofit, based in Frederick and Washington counties, Md., dedicated to preserving the woods and waters of the Appalachian Trail landscape. CLT works directly with landowners on conservation easements to preserve lands from development and engages with other nonprofits to improve water quality, plant trees in both rural and urban areas, and support regenerative farming practices.

CLT is seeking a Part-time Administrative Assistant who can provide organizational, clerical and day-to-day operational support to the organization. Responsibilities will include:

• Assisting with the fulfillment of various grant reporting requirements, including but not limited to:
• Acting as primary contact for State of MD grant contracts, responding to and/or forwarding requests as needed
• Collecting invoices, receipts, and proof of payment to match bank statements and submitting to granting agencies
• Processing and tracking payments
• Gathering and compiling statistical, analytical and anecdotal data from partners for grant reports
• Uploading necessary documents to grant portals
• Creating and maintaining electronic and physical filing systems
• Managing accounts and performing basic bookkeeping
• Data entry and analysis, including entry of gifts into CRM
• Generating and sending donor acknowledgement letters
• Assisting with newsletter and donor acquisition printing and mailings
• Providing administrative support to management team and staff
• Arranging internal and/or external meetings, including event planning and coordination
• Maintaining calendars
• Additional responsibilities as needed

Qualifications/Requirements

• Available 20-25 hours/week
• Strong organizational skills with the ability to prioritize tasks efficiently
• Detail-oriented with a high level of accuracy in work
• Self-directed
• Reliable
• Able to meet deadlines
• Able to take ownership of projects as well as collaborate with others when needed
• Proven experience as an administrative assistant or in a similar role
• Excellent communication skills, both written and verbal
• Proficient with Microsoft Office and Google Drive applications
• Experience working with CRMs or comfort in learning (we use Little Green Light and online training is available)
• Some financial background preferred because of extensive work with invoices and spreadsheets, but not required
• This is a remote position with a few in-person meetings required, primarily taking place in Frederick, Maryland.