Land Trust Program Administrative & Event Assistant

General Summary:

Reporting to the Senior Director of Land Trust Programs, the Land Trust Program Assistant is responsible for administrative, event planning & execution, communications, and departmental coordination tasks for the Land Trust Program Department at MCHT. The position helps ensure effective and successful implementation of the department’s goals and is a key member of the Land Trust Program team.

You will be a good fit for this position if:

You are someone who embodies a genuine passion for our mission at MCHT – conserving lands and waters in Maine to ensure ecological wellbeing and foster thriving communities. You are an excellent event planner, are detail-oriented, and enjoy collaborating with others to create events and shared learning opportunities.

You have exceptional relationship-building and organizational skills, pay close attention to details, see the value in accomplishing the important administrative tasks that form the foundation of all the work we do, and thrive at collaborating with program staff, event content leaders, and conservation partners from across the state to pull together comprehensive and inspiring events from beginning to end.

You enjoy taking on a project and running with it. Your enthusiasm for our network of local land conservation partners and their causes should be infectious, extending not only to MCHT’s mission but also to the core values that define us as an organization and a conservation community in Maine. If you are ready to make a lasting impact, join us in our mission as we work towards a vibrant and healthy future for Maine.

Essential Job Functions:

Event Planning & Execution

• Assists with the coordination of public events for Maine Land Trust Network and Land Trust Program Department of MCHT in close communication with MCHT’s Land Trust Program Coordinator, including the annual Maine Land Conservation Conference.
• Assists Land Trust Program Senior Associate with managing event budgets including fee structure, vendor contracts, technology, online registration, décor, catering, entertainment, invitations, event marketing material, etc.
• Assists with soliciting and securing relevant event sponsorships, as necessary.
• Evaluates event success and convenes stakeholders for feedback as needed.

Administration

• Supports department staff with administrative and program implementation needs.
• Supports communications efforts for the department, which may include updating sections of the website and MCHT’s intranet, assisting with land trust forum subscription fulfillment, managing department photos, and land trust outreach as needed.
• Assists with financial management of department including requesting and securing land trust renewals in the Maine Land Trust Network, submitting invoice payment requests, assisting with budget tracking, and other fiscal matters.
• Attends interdepartmental meetings, ensuring effective coordination and collaboration.
• Provides general office support/coverage as needed.
• Performs special projects and other related duties or projects as required.

Supervisory Responsibilities:

Will direct volunteers and partners throughout the year, especially as a part of coordinating the annual Maine Land Conservation Conference.

Experience:

2 year degree in a related field with two years of program or event coordination/management and administrative experience.  In lieu of education, 4-5 years of administrative experience including event coordination.

Knowledge/Skills/Abilities:

• Strong organizational, planning, and multi-tasking skills with attention to detail and follow-up.
• A deep commitment to quality, transparency, collaboration, innovation, and integrity.
• Strong writing and editing skills. Ability to write clear, structured, articulate, and persuasive event materials.
• Experience working in a deadline-driven environment.
• Creative and flexible.
• Ability to work both independently and as part of a team.
• Strong interpersonal and communication skills and ability to work with a wide range of people.
• Ability to develop systems and processes to facilitate and streamline annual event planning.
• Ability to coordinate projects with peers/supervisor in the organization collaboratively, including accepting positive feedback and constructive criticism to complete the tasks more effectively.
• Commitment to issues of diversity, equity and inclusion, land stewardship, conservation, and community well-being
• Computer skills necessary to create and maintain email communications, update websites, spreadsheets, and operational documents, utilizing assigned software. Familiarity with online event registration systems will be a plus.

Working Conditions & Physical Demands:

Work is performed in a normal office environment not subject to extremes of noise, temperature, odor, etc. Events may be held on preserves and other outdoor locations and requires an ability to manage uneven terrain and unexpected weather conditions. Operates computer, printer, photocopier, and basic office equipment. Work requires extended sitting and repetitive motion in the use of computer, keyboard, and mouse.

MCHT has offices in Topsham, Rockport, Mount Desert Island, and Whiting. The location of this position will be in the Topsham office. All department staff are currently working out of Topsham. This position needs to be on-site at the Topsham twice a week. Occasional travel within Maine for events and programs is required.

This is a permanent, full-time position with a benefits package including insurance, generous vacation and sick time, and a retirement plan. The annual starting salary range for this role is $46,000 to $51,000 and will depend upon experience.

If you are interested in joining our team, please send your COVER LETTER and RESUME to [email protected] with “LTP Admin Asst” in the subject line by August 23, 2024.

To learn more about Maine Coast Heritage Trust and our work visit our website at https://www.mcht.org/

The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

*External and internal applicants, as well as position incumbents who become disabled as defined under the Americans With Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.

Maine Coast Heritage Trust is an equal opportunity employer dedicated to creating an inclusive culture where employees from diverse backgrounds can thrive and support our mission. We recruit, hire, train, promote, compensate, and administer all personnel actions without regard to race, color, religion, sex, sex stereotyping, gender, gender identity, gender expression, national origin, age, mental or physical disability, ancestry, medical condition, marital status, military or veteran status, sexual orientation, genetic information, or any other status protected by applicable law.