Senior Office Assistant

Position Summary:

The Senior Office Assistant will be responsible for providing high quality administrative support to Audubon’s Seabird Institute (SI). This position will assist with daily operations of the SI office, located in Bremen, ME, as well as provide logistical support for remote staff. The Senior Office Assistant will work behind the scenes to maximize the program’s ability to further seabird conservation science, outreach, and donor contributions. They will also provide support services that allow the program to achieve its financial, scientific and education goals.

The Senior Office Assistant will report to and work closely with the Center Director of the program as well as with counterparts within National Audubon Society’s (NAS) national headquarters.

Compensation:

$19.00 / hour

Additional Job Description

Essential Functions

• Provide general office support and serve point of contact for general inquiries.

• Serve as office reception, greet visitors, and provide orientation for volunteers and seasonal staff.

• Manage the program’s mail and email contacts and assist with fundraising correspondence.

• Assist with donation processing, reconciliation, and donor database management.

• Support meeting and event logistics, including preparation, communications, notetaking, and follow-up.

• Assist with travel/transportation coordination across the program.

• Oversee program’s calendar for all functions including special events, camps, rentals, visitors, and tours.

• Maintain equipment inventory, warrantees, and manage repairs.

• Inventory and purchase supplies for the office and consumables for the seabird field program.

• Assist in processing payment of program invoices, from receipt to entry, into NAS databases.

• Assist with Audubon staff to ensure that equity, diversity, inclusion and belonging principles are incorporated and followed in all aspects of our work.

• Other job-related duties as assigned.

Qualifications and Experience:

• High School diploma or GED and at least 1+ years of administrative/office experience. An equivalent combination of education and experience will also be considered.

• Fluency in Microsoft products such as Word, Excel, Access, and Outlook required. Experience with file sharing tools such as Box, Google Drive; experience and flexibility with other software tools preferred.

• Working knowledge of databases and associated requirements.

• Experience with Non-Profit fundraising programs, specifically Salesforce, a plus.

• Basic accounting skills.

• Excellent communication, organizational and interpersonal skills essential.

• Ability to work independently as well as part of a team.

• Ability to accomplish detailed tasks and activities with consistent follow-through.

• Valid driver’s license is required.

• Ability to lift at least 40 pounds with or without accommodation.

• A sense of humor and an ability to deal with unexpected problems is desirable.

• Commitment to Audubon’s organizational values of care, collaboration, change, integrity, impact, and innovation.

• Demonstrated personal and professional commitment to and experience in advancing equity, diversity, inclusion, and belonging.

This position is represented by the Communication Workers of America (CWA).

National Audubon Society Competencies: This role will also be accountable to apply and develop the following competencies.

Building Relationships: Establish and nurture meaningful connections and trust with others while fostering an environment of inclusivity and respect.  

Problem Solving: Find effective solutions to challenges and support decision-making by drawing on critical thinking, creativity, and systematic approaches.  

Accountability: Be reliable and trustworthy in fulfilling commitments while recognizing inequities that may impact the ability of others to fulfill responsibilities effectively.  

Supporting Change: Adapt to changes and modify behavior in response to new information or unexpected obstacles while considering the diverse needs of others.  

Critical Thinking: Take an active approach to analyzing, evaluating, and interpreting information or situations objectively and logically to make informed decisions or judgments.  

EEO Statement

We are an equal opportunity employer and do not discrimi