Regional Administrative Assistant

The Trustees of Reservations; Stockbridge (MA); Hybrid; USD 29,000 - 37,000; Part time

Benefits offered by this job

Sick time 15 days

Vacation 20 days

12 holidays, 3 floating

401k with 5% match

Museum admissions discounts

Discounted merchandise

Day of Wonder

Day of Service

Job summary

The Trustees of Reservations is seeking a Regional Administrative Assistant in Stockbridge, MA to support regional staff and help ensure day-to-day operations run smoothly across multiple properties.

In this 24-hour-per-week, hybrid role you will assist with payroll, purchasing, scheduling, records, and internal communications, reporting to the Western Hills & Berkshires Regional VP, while collaborating with statewide teams to build consistency across statewide systems.

Qualifications

• Previous administrative or office support experience required.
• Nonprofit or operations experience preferred.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.

Responsibilities

• Provide administrative support to regional staff, including scheduling meetings, maintaining calendars, and preparing correspondence.
• Assist with payroll processing, purchasing requests, invoicing, and expense tracking in accordance with Trustees procedures.
• Maintain organized and accurate electronic and paper files, databases, and records.
• Support seasonal hiring and onboarding, including coordinating paperwork and staff communications.
• Serve as a point of contact for internal and external inquiries and direct requests appropriately.
• Assist with administrative coordination for programs, events, and regional meetings.
• Order and track office and operational supplies as needed.
• Provide general administrative and operational support across the region, including occasional assistance at regional properties.
• Work with statewide support teams within the organization to build consistency across statewide systems.

Skills

Organizational skills

Written and verbal communication

Microsoft Office

Google Workspace

Multitasking

Teamwork

Travel between properties

Job description

Who We Are

Founded in 1891 by a group of visionary volunteers, The Trustees of Reservations (The Trustees) is Massachusetts' premier conservation and preservation organization. The Trustees' preserves, for public use and enjoyment, properties of exceptional scenic, historic, and ecological value in Massachusetts. Our properties are open to all, and we thrive by involving as many people as possible in all that we do. We aim to protect special places for future generations to enjoy in perpetuity, and have helped protect more than 50,000 acres, including 27,000+ acres on more than 120 reservations that are open to the public. As a non-profit conservation organization, we are funded and supported entirely by our visitors, supporters, volunteers, and our 100,000 Member households. We encourage you to learn more about The Trustees on our website, www.thetrustees.org.

Who We Are

Founded in 1891 by a group of visionary volunteers, The Trustees of Reservations (The Trustees) is Massachusetts' premier conservation and preservation organization. The Trustees' preserves, for public use and enjoyment, properties of exceptional scenic, historic, and ecological value in Massachusetts. Our properties are open to all, and we thrive by involving as many people as possible in all that we do. We aim to protect special places for future generations to enjoy in perpetuity, and have helped protect more than 50,000 acres, including 27,000+ acres on more than 120 reservations that are open to the public. As a non-profit conservation organization, we are funded and supported entirely by our visitors, supporters, volunteers, and our 100,000 Member households. We encourage you to learn more about The Trustees on our website, www.thetrustees.org.

Posting Information

Salary Range: $21.03 - $27.04 per hour

Hours per week: 24

Job Classification: Part-Time, Nonexempt

Job Location Type: Hybrid

Location: Mission House, Stockbridge, MA

What You'll Do

Your Impact

This position provides essential administrative and operational support to regional staff and helps ensure efficient day-to-day operations across multiple properties.

The Role

The Regional Administrative Assistant works closely with regional leadership and site-based staff to support payroll, purchasing, scheduling, recordkeeping, and internal communications, contributing to the successful delivery of programs, events, and property operations.

Specifically, you'll

• Provide administrative support to regional staff, including scheduling meetings, maintaining calendars, and preparing correspondence.
• Assist with payroll processing, purchasing requests, invoicing, and expense tracking in accordance with Trustees procedures.
• Maintain organized and accurate electronic and paper files, databases, and records.
• Support seasonal hiring and onboarding, including coordinating paperwork and staff communications.
• Serve as a point of contact for internal and external inquiries and direct requests appropriately
• Assist with administrative coordination for programs, events, and regional meetings.
• Order and track office and operational supplies as needed.
• Provide general administrative and operational support across the region, including occasional assistance at regional properties
• Work with statewide support teams within the organization to build consistency across statewide systems.

This is a part‑time, nonexempt position (24 hours/week) reporting directly to the Regional Vice President of the Western Hills & Berkshires.

Requirements

What You'll Need

Skills and Experience

• Previous administrative or office support experience required; nonprofit or operations experience preferred
• Strong organizational skills and attention to detail, with the ability to manage multiple priorities
• Excellent written and verbal communication skills
• Proficiency with Microsoft Office and Google Workspace
• Ability to work independently and collaboratively as part of a team
• Interest in The Trustees' mission and commitment to public service
• Ability to travel occasionally between properties within the region

Eligibility Criteria

• Current authorization to work in the United States - a candidate must have such authorization by the first day of employment
• A satisfactory criminal background (CORI) check

Don't quite have all the skills and experience listed above? We still want to hear from you! Research shows that historically marginalized groups are less likely to apply if they do not meet every single requirement. We are committed to building a diverse team and encourage you to apply even if you are missing some of the skills and experience above.

Questions?

Contact our People team at [e-mail]

Benefits

Your Benefits

• Sick time: 15 days per year
• Vacation time: 20 days per year (prorated)
• 12 observed holidays, 3 floating
• Massachusetts Paid Family Medical Leave
• 401k with 5% match after 1 year of employment
• Reciprocity: Enjoy access to free and discounted admission and membership to more than 50 nearby museums and cultural institutions for Trustees Staff, Volunteers and Interns
• Discounts: Enjoy free entry to all Trustees properties, discount event tickets, and discounted merchandise at our stores and on stays at our inns.
• Day of Wonder: Spend one workday per year to exploring a Trustees property
• Day of Service: Spend one workday per year to helping with a project at a Trustees property

Equal Opportunity and Diversity

The Trustees is a proud equal opportunity employer and does not discriminate against any protected status including, but not limited to, age, race, ethnicity, sex, gender, sexual preferences, nation of origin, religion, or disability status and strongly encourages applications from people of color, persons with varying abilities, women, and LGBTQ+ applicants. We aspire to reflect and effectively serve the residents and communities of Massachusetts, who are at the core of our mission.

The Trustees' commitment to advancing the organization's vision for this work may be found here: Diversity, Belonging, Inclusion and Equity.

It is unlawful in Massachusetts to require or administer a lie detector test as a condition of employment or continued employment. An employer who violates this law shall be subject to criminal penalties and civil liability.

We are committed to creating an inclusive and accessible work environment. To request reasonable accommodation during the application or interview process, please contact us at [e-mail].