Office Administrator and IT Assistant, Topsham
POSITION SUMMARY: Under the general supervision of the Executive Assistant to the President and Director of Development, ensures smooth operations of the Topsham office by greeting visitors, providing general and technical assistance to colleagues.
DUTIES AND RESPONSIBILITIES:
- Leads and conducts packet coordination and production for the Board and Lands Committee. Edits reports and files them electronically, prints and binds hardcopies, mails and distributes packets in advance of the meeting.
- Coordinates logistics for meetings of the Board, all the Board Committees, staff meetings and celebrations in Topsham and other committees as assigned. Provides advance notices in accordance with MCHT by-laws, monitors responses and reporting, creates calendar requests in Outlook and coordinates meeting spaces, catering and reservations if needed.
- Greets visitors, answers phones, and directs callers and visitors to the appropriate staff member.
- Records rsvps for events, provides reports as requested and becomes knowledgeable about events in order to answer questions.
- Maintains the electronic calendar requests for the organization. This includes all Board Committee meetings, internal meetings (Leadership Team, All Staff, Strategic Planning, trainings, holiday celebrations, etc.) by setting up invitations meetings standards established.
- Updates and maintains a variety of hard copy and electronic materials, including Director’s notebooks, Board and Council member lists, staff handbooks, MCHT Directories, various presentations, and staff information located on the organization’s website.
- Provides administrative support to Finance and Human Resources where needed, including direct support and coordination for Finance/HR, (e.g. assistance with mailing vendor payments, as well as overnight mailings, travel to bank for deposits, etc.)
- Supports the IT Manager by serving as the “go to” person on staff and with meetings for routine technology questions (includes Board meetings).
- Provides technical assistance to staff on using everyday technology such as calendaring, phones, and other platforms used across the organization.
- Provides editing and proofing for Communications Department, Assists with web production tasks, and completes other tasks as assigned.
- Assists with Land Trust Conference logistics, including setting up registration and signs, reviewing proposals and choosing a caterer, ordering supplies, and communicating with all people involved.
- Monitors facility needs and coordinates maintenance and repair work when necessary. Works with building maintenance staff to identify and rectify problems in order to reduce costs, save energy, and maintain a healthy work environment.
- Maintains welcoming and tidy common areas and ensures that the most up to date and relevant materials are available for visitors and easily accessible for staff.
- Processes incoming and outgoing mail on a daily basis.
- Assists with weekly, monthly, annual, and occasional mailings for all departments including delivery of mailings to post office.
- Monitors and oversees the maintenance of printers, photocopiers, and other office machines, and requests service as needed.
- Manages office supplies and kitchen needs, searches for best available prices to maintain budget, and places orders as needed.
- Assist with coordinating and compiling notebooks for the accreditation application.
- Orders, stores, tracks and inventories letterhead, publications (e.g. newsletter, annual reports) and other materials needed on a regular basis (e.g. greeting cards, maps, initiative descriptions, brochures, etc.).
- Oversees and ensures tidy use of all storage areas – this includes the workroom, closets, basement, kitchen, and other shared spaces and includes assisting with pre-and post-event clean-up.
- Manage and make available to the entire organization information that is frequently required: Org. budget; 990; board list; audited financials; staff qualifications; Annual Reports, 501(c)(3) etc.
- Performs special projects and other related duties as required, directed or as the situation dictates.
- Attendance may be required for periodic evening and weekend events throughout the year.
- Regular attendance at the workplace is required.
EDUCATION & EXPERIENCE:
Associate Degree with related experience in office support and/or administration or 4-5 years combination of relevant education, training, and/or experience.
- Demonstrated professional history managing multiple complex and competing priorities with sound judgment, self-direction and initiative;
- Strong organizational skills and attention to detail;
- Strong interpersonal and communication skills with an ability to interact with a wide range of people;
- Effective writing, editing and word process skills;
- Experience and ability in event planning;
- Ability to effectively operate computers and assigned software, including Microsoft Office;
- Experience with executive level calendar management;
- Ability to assess, analyze and troubleshoot basic technology and administrative/operational issues;
- Ability to work both independently and as part of a team; and
- Ability to effectively operate and train others on using computers, telephones, printer/scanner/copier equipment and assigned software, including Microsoft Office, Outlook, OneNote and other software used organization wide.
WORKING CONDITIONS & PHYSICAL DEMANDS:
Majority of work is performed in a normal office environment not subject to extremes of noise, temperature, odor, etc. Occasional travel and overnight stays are required. Operates computer, printer, and other office equipment. Work requires extended sitting and repetitive motion in the use of computer, keyboard, and mouse.
*This is a permanent, full-time, non-exempt position with a benefits package including insurance, vacation time, and a retirement plan.
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.
This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change
Maine Coast Heritage Trust does not discriminate on the basis of race, color, sex, national origin, age, disability, veteran status, sexual orientation or any other characteristic protected by law