Administrative Assistant

Position Overview

The Administrative Assistant will provide administrative support to ensure the efficient operation of Orleans Conservation Trust. This position handles a wide range of duties, including being responsive to communications from the public, processing donations, and assisting with financial reporting and event coordination. The ideal candidate will be detail-oriented, organized, and proactive in supporting daily office functions and OCT activities. The successful candidate will report to the Executive Director and will support staff and board members. The Administrative Assistant will work from OCT’s office at 203 South Orleans Road, Orleans, MA 02653. This is a 20-hour/wk hourly position, and the successful candidate must be able to work 4-5 days/wk. Willingness and availability to work occasional evenings and weekends required.

Orleans Conservation Trust Background:

OCT is a private nonprofit land trust, founded in 1970. Our mission is to protect and restore natural lands — for people and wildlife, the health of our waters, and the character of our community. The Trust acquires and manages land to enhance habitat, provides opportunities for learning and for enjoying nature, promotes sound conservation practices, and works with landowners who wish to conserve property. We host frequent guided walks and other educational activities, and we maintain several trails and access points on OCT properties.

Our ideal candidate will have:

• Passion for environmental protection
• At least two years of previous administrative experience, preferably in a small team setting
• Strong interpersonal skills and experience working with the public
• Strong written and verbal communication skills
• Proficiency with Microsoft Office (especially Word and Excel) and general office technology
• Familiarity with donor databases or customer relationship management (CRM) systems
• Attention to detail and excellent organizational skills
• Ability to prioritize tasks, work independently, and manage multiple responsibilities simultaneously.
• Notary Public certification or ability to obtain certification

Responsibilities include but are not limited to:

• Office Operations:
• Process mail, answer phones and manage OCT’s general email account
• Manage administration of OCT benefits
• Take and maintain meeting minutes at monthly board meetings
• Assist colleagues with meeting scheduling and preparation, and manage the OCT office calendar
• Ensure efficient office operations (technology, supplies, storage, etc.)
• Maintain policies, committee charters, contact information, and other organizational documents
• Serve as a notary public and ensure filing of OCT’s corporate records as needed
• Assist Executive Director and Communications and Programs Coordinator with mailings

Donation and Financial Management:

• Process donations, and prepare and mail acknowledgement letters
• Maintain the OCT donor database and help with database analytics as requested
• Process invoices and assist OCT Treasurer with financial reporting and tracking

Event Support:

• Assist with preparation for OCT events, and OCT’s participation in community events
• Manage registration process for OCT events

Website & Marketing Support:

• Assist Communications and Programs Coordinator with upkeep of OCT’s website

Maintain inventory of OCT marketing materials for public locations, restocking as necessary