Executive Assistant

Job Location

Augusta, Maine

On-Site

Published By

Publisher Name

Type of Job

Full-Time

Salary

$39,000-$46,000

Published Date

Dec 10, 2020

About the job

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b Summary

 

Provides administrative, organizational, and special event support to the CEO, the NRCM board, and the Philanthropy and Communications teams as outlined below. The Executive Assistant also cross-trains with the Receptionist, the Records & Gifts Coordinator, and other administrative assistants on functions that support the full organization.

Diverse candidates, and candidates committed to environmental issues, are encouraged to apply. Please submit your cover letter and resume to jobs@nrcm.org or by mail at NRCM, 3 Wade Street, Augusta, ME 04330. Position open as of December 31 and applications will be accepted until the position is filled.

 

Qualifications

  • Associate degree or four years of work experience in related area.
  • Excellent organizational, written, and communication skills required.
  • Strong proficiency in computer and constituent software required. Raiser’s Edge experience preferred. Comfort working with advanced features of Microsoft Office programs.
  • Ability to manage many tasks simultaneously and prioritize requests from different team members.
  • High degree of accuracy, efficiency, and reliability essential.
  • Ability to work with minimum supervision, have excellent interpersonal communication skills, exercise good judgment, and take initiative.

 

Supervisor: CEO (In his/her absence, Senior Director of Philanthropy)

 

Status: Full-time, Non-exempt

 

Job Responsibilities:

 

CEO

  • Works in close collaboration with the CEO to manage the effective functioning of the Natural Resources Council of Maine’s top executive and principal spokesperson.
  • Coordinates the CEO’s calendar, setting up internal and external meetings; responds to requests from community leaders, donors, staff, and board members; flags events, conferences, and meetings of potential interest; helps resolve calendar conflicts; maintains the CEO’s contact information. Prepares itineraries, collates materials, makes travel arrangements, and ensures expenses are recorded.
  • Monitors communication to the CEO’s office, responding as appropriate or working with other staff to ensure that inquiries receive prompt attention.
  • Stays on top of outbound CEO contact with NRCM members, donors, foundations, and other contacts.
  • Enters actions for all CEO contact with constituents into Raiser’s Edge database. Follows established protocols to ensure a high level of accuracy and completeness.

 

NRCM Board of Directors

  • As an extension of his/her work with the CEO, the Executive Assistant provides administrative support to the board of directors and its committees, including:
  • Scheduling full-board and committee meetings, including assessing participant availability, and making physical and/or digital reservations.
  • Coordinating the collection and distribution of bi-monthly board packets and other materials (via e-mail, Dropbox, or other method).
  • Maintaining with the Secretary of the Board and NRCM staff the maintenance of NRCM’s formal records.
  • Serves as the point person for Board member inquiries and ensures timely follow-up.
  • Arranges for and prepares food for in-person board meetings.
  • Coordinates gifts for retiring board members and/or other board-related special occasions.
  • Provides board members with gift acknowledgment call data to further donor stewardship and board engagement. Makes sure all board member contact with donors is recorded in Raiser’s Edge database.

Philanthropy Department

  • Provides administrative support to front-line Philanthropy staff, including but not limited to coordinating special mailings (print and electronic), copying and filing documents, scheduling visits and/or calls as requested, preparing visit support and follow-up materials including gifts, and updating database records.
  • Research and compiles information for Philanthropy Department projects, including individual donor, business and/or foundation background.
  • Participates in planning meetings for cultivation and solicitation activities to ensure that the CEO is engaged appropriately and remains current on all planned activities in the Department.
  • Cross-trains on gift entry procedures to serve as a secondary resource for the Records & Gifts Coordinator during absences or high-volume times of year.

Communications Department

  • Enters data into the membership database that are associated with specific projects (Explore Maine, Nature of Maine calendar, etc.) that captures use of member photos, books reviewed, etc.
  • Fulfills publication requests, including producing the accompanying letter and logging data associated with the request into the database.
  • Fulfills NRCM product requests (t-shirts, mugs, caps, and totes)
  • Helps with specific mailings and printings, particularly those associated with Earth Month
  • Assists with miscellaneous administrative tasks as requested.

General

  • Cross-trains on common telephone inquiries, back-office services, and equipment as part of a back-up team to provide effective coverage during vacations, absences, or temporary spikes in workload related to the Receptionist and other administrative assistants.
  • Answers inbound calls to members of the Philanthropy and Communications teams when they are not available.
  • Coordinates travel arrangements for members of the Philanthropy and Communications teams.
  • Completes and files the annual NWF Affiliate Application.
  • Assists other department members on special projects, as needed.

Working at NRCM

NRCM strives to provide a supportive work environment through fair and competitive compensation and benefits, up-to-date equipment and IT support, adequate supervision, and ongoing professional development. The work environment is friendly, fun, cooperative, and very fast-paced. Staff members need to be able to work independently and adapt to changing priorities. We are committed to ensuring that our staff members actively work on diversity and inclusion in the field. This work is supported by staff policy, training, and mentoring, and through fostering an organization that prioritizes fairness and respect.

The NRCM office is in Augusta near the State House. During the COVID-19 pandemic, all staff whose job responsibilities can be conducted away from the office have been working remotely, with the option to come into the office on a prearranged basis. NRCM is following state and federal recommendations in establishing guidelines for reopening the office.

NRCM is an Equal Opportunity/Affirmative Action employer and does not discriminate on the basis of gender, age, ethnicity, race, religion, physical/mental ability, sexual orientation, or national origin. NRCM will provide reasonable accommodation to employees with disabilities where appropriate. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.

 

Common NRCM Job Responsibilities

NRCM is committed to a positive work culture where diversity is honored and respected. To this end, all employees are expected to:

  • Maintain positive and productive working relationships with all NRCM staff members. This includes providing and receiving constructive feedback.
  • Participate in building productive relationships with NRCM’s members, external partners, policymakers, and the public.
  • Participate in organizational meetings and activities as requested, such as monthly staff meetings, trainings, and ad hoc planning committees.
  • Complete all administrative work on time, such as time sheets, purchase orders, project reports, and planning documents.
  • Be familiar with and follow organizational protocols and policies.

Physical Requirements of the Job

The job requires working at a computer station for substantial lengths of time; performing office duties such as phoning, filing, and copying, and the ability to lift objects up to 10 pounds. NRCM will provide reasonable accommodation to employees with disabilities where appropriate. Determinations on requests for reasonable accommodation will be made on a case-by-case basis.

 

Compensation

NRCM is committed to providing fair and competitive compensation to its employees. We base our compensation decisions on:

  • A biennial market survey of comparable organizations and localities.
  • An evaluation of employee qualifications that does not discriminate on the basis of gender, age, race, religion, physical/mental ability, sexual orientation or national origin.
  • High employee performance that advances our strategic plan and other organizational priorities.
  • Availability of financial resources for the organization.

 

How to Apply

 

Cover letters, resumes, and other requested information should be emailed to jobs@nrcm.org or mailed to NRCM, 3 Wade Street, Augusta, ME 04330