Administrative Assistant _____________________________________________________________________________________ Viles Arboretum seeks an energetic and skilled Administrative Assistant. Database, word processing, and spreadsheet expertise are required, and specific experience with GiftWorks or other membership database software is a plus. Strong organizational, writing, and interpersonal skills, as well as a high level of computer literacy to facilitate learning new software, are critical for success in this role. Candidates must understand and be willing to support the Viles Arboretum mission. This is a part-time, 30 hour/week position. Job Responsibilities and Duties: The Administrative Assistant reports to the Executive Director and is responsible for supporting the administrative functions essential for a well-run organization. They must be team oriented and able to work collaboratively with all members of the Arboretum staff. The candidate must be able to work in a high energy environment and manage multiple priorities: • Answer phone, take messages & change the weekly phone message as needed. • Create and track all conference room rentals, invoices and maintain accurate filing system for these invoices ensuring that they are paid, recorded and filed appropriately. • Ensure that all of the Executive Director’s filing needs are kept up to date. • Greet and welcome visitors, answer questions, hand out membership materials and trail maps and get people excited about the Arboretum. • Show all individuals and organization representatives interested in renting our facilities our available space and assets and explain our rates. • Maintain the membership database and be proficient in extracting information, creating mail merges, mailing labels, etc. • Issue monthly invoices to our tenants for lease payments and photo copies and track the receipt of payments. • Assemble and transmit all bulk mailings including newsletters, annual appeals, reminders, event invitations, etc. • Maintain and update e-mail lists for broadcast use (membership/press/farmers market/etc.) • Maintain supplies storage in an organized manner and identify supply needs. • Prepare checks for deposit. This includes copying, recording, coding, and deposit slip preparation for all incoming checks. • Track gift shop inventory and sales and whenever possible promote gift shop sales. • Occasional weekend assignments will be required. • Perform other duties as assigned. Job Qualifications • Preferred 3 – 5 years of related administrative or office experience, preferably with a non-profit organization. • Proficiency with Microsoft office (Word, Excel and PowerPoint) • Familiarity with Constant Contact or Mail Chimp • Experience with Giftworks or other donor management software preferred. • Demonstrated organizational skills and the ability to manage multiple priorities • Exceptional verbal and written communication skills • Compensation: Based on experience. • How to apply Email or mail cover letter and resume to: [email protected] 153 Hospital Street, Augusta, ME 04330
Posted on: Fri, 02 May 2014 14:23:55 +0000