Conservation Program Assistant

Overview

Buzzards Bay Coalition (BBC) seeks an experienced administrative support professional to join our Watershed Protection team helping to coordinate concurrent activities associated with implementing the team’s multiple conservation real estate transactions and implementing ecological restoration/construction projects. The Program Assistant provides essential administrative and organizational support to the Buzzards Bay Coalition’s Watershed Protection Team. This role focuses on coordination, documentation, and systems that ensure projects and program activities move forward efficiently and in compliance with organizational and funding requirements.

Working closely with the Program team of staff and reporting directly to the Vice President of Watershed Protection, the Program Assistant supports project tracking, grant coordination, meeting logistics, and document management. This position is not responsible for leading land protection, management or restoration projects, but instead plays a critical role in supporting those efforts by maintaining strong systems, accurate records, and well-coordinated processes.

This is an ideal role for someone who would enjoy and excel in organization, detail-oriented work, and supporting a successful, results-oriented and mission-driven conservation team behind the scenes. The position will be based at the Coalition’s New Bedford office headquarters.

• Provide day-to-day administrative support to the Vice President of Watershed Protection, and Program team staff members.
• Coordinate with BBC Finance/Operations staff to communicate and process invoicing, payment, grant administration and project tracking activities.
• Coordinate calendars, schedule meetings, and manage communications.
• Prepare correspondence, meeting notes, and program materials.
• Support coordination of consultants, vendors, and partners.
• Support printing, filing, mailing, signature/notarization and hand delivering of documents.

• Maintain and update project tracking systems.
• Organize digital and physical files.
• Ensure records are accurate and complete.
• Track deadlines and assist staff with timelines.
• Track relevant grant application opportunities and maintain a proposal submissions calendar schedule.
• Assist with compiling checklists and tracking progress toward complete grant proposals for timely submissions.
• Administer active grant contracts and track deliverables.
• Coordinate between Program staff and Finance staff to ensure payments, reimbursements and track project, grant and program project expenses.
• Support grant reporting and compliance.
• Manage BBC’s online grant management accounts, including the State Grant Management System and the Federal Government's Grant Solutions.

• Maintain consistent digital and printed records of completed projects.
• Ensure consistent document and file organization.
• Refine, maintain, and administer systems for permanent file storage.
• Support preparation and coordination of real estate transaction closings.

• Compile committee meeting materials and meeting packets.
• Record minutes for team and committee meetings as necessary.
• Track follow-up items as needed.

• Support BBC’s responses to general inquiries (gather general information and pass inquiries on to applicable Program staff).
• Coordinate communications with other internal BBC departments, as well as external partners and contractors.
• Assist with compiling public meeting materials, presentations, etc.

• 2+ years of administrative experience.
• Strong in office organizational and communication skills.
• Proficiency in Microsoft Office.
• Ability to manage multiple tasks.
• Familiarity with databases or similar tracking systems.
• Experience with grant administration.
• Experience with supporting teams supporting administrative needs for complex multi-project enterprises, such as legal, real estate, construction contracting.
• Detail-oriented and organized.
• Reliable team player.
• Comfortable in supporting role.
• Adaptable.

Salary Range: $50,

Benefits including employer contributions towards Health Insurance and 401(k) Retirement plan and access to supplemental benefits.

Buzzards Bay Coalition is proud to be an Equal Opportunity employer. All qualified persons are encouraged to apply and will be considered without regard to race, national origin, gender, gender identity or expression, sexual orientation, disability, age, religion, or veteran status.