Job 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 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:

o Scheduling full-board and committee meetings, including assessing participant availability, and making physical and/or digital reservations.

o Coordinating the collection and distribution of bi-monthly board packets and other materials (via e-mail, Dropbox, or other method).

o 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 acknowledgement 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.