Regional Administrative Assistant

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

Job summary

The Trustees of Reservations in Stockbridge, MA is seeking a Regional Administrative Assistant to provide essential administrative and operational support for regional staff and properties. This role focuses on payroll, purchasing, scheduling, recordkeeping, and coordination of programs and events.

You will work closely with regional leadership and site staff, contributing to efficient day-to-day operations and statewide system consistency.

Qualifications

• 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.
• Ability to travel occasionally between properties within the region.

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

Administrative experience

Organizational skills

Written and verbal communication

Independence and collaboration

Public service interest

Travel between properties

Tools

Microsoft Office

Google Workspace

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.

Posting Information:

Salary Range: $21.03 - $27.04 per hour

Please note that new employees are placed in the range between $21.63 and $24.03 per hour to allow for an equitable starting salary process and continual salary growth during an employee’s time at the Trustees.

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.

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]

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].

Your Benefits:

• Sick time: 15 daysper 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