Administrative Assistant

Join a mission-driven land conservation organization as an Administrative Assistant, providing support to a dynamic team and Executive Director who value initiative, discretion, and strong organizational skills.

Based in Camden, Coastal Mountains Land Trust is a local non-profit land conservation organization that works to permanently conserve land and connect people with nature in the Western Penobscot Bay region of Maine. The organization serves 16 communities between Rockport and Prospect and has permanently conserved over 13,500 acres of land since 1986.

The Administrative Assistant provides essential administrative, organizational, and executive support to the Executive Director and staff of the Land Trust. Under the supervision of the Development Director, this position serves as a key point of contact among staff, board members, donors, community partners, and other stakeholders. This role provides direct administrative support to the Executive Director, coordinates communications and record keeping for the Board of Directors, manages data entry and gift acknowledgement processing, assists with office administration tasks, and supports a variety of other administrative projects and duties.

This full-time, salaried, exempt position requires excellent communication and organization skills, attention to detail, a high level of discretion, and a deep commitment to the organization’s mission and goals.

• Partner with the Executive Director to enable effective time and project management and tracking of tasks and priorities;
• Co-manage the Executive Director’s calendar, including scheduling appointments, coordinating meetings, and prioritizing the most urgent matters;
• Provide administrative assistance to the Executive Director, including drafting, editing, and formatting correspondence, emails, reports, and presentation materials;
• Assist with prepping meeting agendas and logistics, presentation slides, and other materials to ensure successful meetings;
• Help develop and maintain filing systems with the Executive Director;
• Coordinate meetings, including scheduling, sending reminders, and arranging catering when necessary.

• Coordinate and organize Land Trust board meetings, including securing meeting locations, set-up of audio/visual tech, arranging food and other materials/logistics as needed;
• Record, draft, edit, and distribute Board meeting minutes;
• Prepare and distribute monthly update to Board and staff, and prepare and distribute Board meeting packets for each board meeting;
• Compile a monthly list of committee meetings for distribution to the Board
• Maintain board calendar in coordination with staff and Board chairs;
• Prepare conference rooms and technology for Board and committee meetings;
• Coordinate food and beverage arrangements for Board meetings and other gatherings;
• Support staff in preparing and distributing Board communications, documents, and mailings;
• Participate in the Board Advancement Committee, supporting the committee chair in tracking and completing follow-up action items.

• Assist with processing donations and accurately enter gifts and donor information into the organizations database - customer relationship management system;
• Create and mail gift acknowledgement letters and new member packets in a timely manner;
• Provide review and copy-editing for development and communications materials;
• Execute and distribute mailings including annual and spring membership appeals, prospect solicitations, and other special fundraising appeals;
• Assist with running database reports and performing mail merge for all major mailings;
• Provide support for donor events.

• Serve as the primary point of contact for incoming telephone calls and visitors, taking messages or directing to appropriate staff as necessary;
• Assist Operations and Finance Director with administrative projects.

• Assist with organizational events and outreach opportunities as assigned by Development Director.