We are currently looking for a part-time Administrative Assistant to aid the Executive Director and Administrative and Fiscal Operations Manager with office operations and special projects.
This position is an in-person position at the Foundation offices, 30 Peck Road, Wales, MA and will average about 16 hours per week. The Administrative Assistant will report to the Administrative & Fiscal Operations Manager. The salary range is $20 – $25/hour, depending on experience.
- Assist Administrative & Fiscal Operations Manager with operations and office management, including some aspects of bookkeeping and financial controls
- Assist the Administrative & Fiscal Operations Manager in bank and credit card reconciliations, act as back up for payroll processing
- Assist the Administrative & Fiscal Operations Manager with managing office calendar, scheduling, and planning
- Assist in making arrangements for professional and staff events and functions, including Board of Director meetings
- Update the Foundation website with upcoming programs, events, news, and create social media posts for Facebook and Instagram
- Prepare communications, including memos, emails, reports, and other correspondence
- Answer telephones, take messages, greet, and direct visitors
- Collect mail and distribute to staff
- Assist with special projects, including inventory tracking, safety training, updating phone system
- Operate office equipment, assist with care and upkeep of office space, supplies, and equipment
- Special projects such as evaluating and processing old records
- Other duties as required
KNOWLEDGE, SKILLS AND ABILITIES
The Administrative Assistant shall:
- Be technologically proficient, especially with MS office and computer/digital functions
- Have the ability to make independent decisions, addressing the best way to handle specific tasks
- Be organized and detail oriented, ensuring timely completion of projects
- Have comprehensive skill in analyzing facts and exercising sound judgment
- Be an excellent communicator, both orally and in writing, and have excellent interpersonal skills
- Be self-motivated to accomplish all duties and to ensure that the operations of the Foundation, BOD, Sanctuary, and staff are pro-actively supported
- Be professional in carrying out their duties and interacting with staff and the public, acts as a public representative and ambassador for the Foundation and its mission.
MINIMUM EDUCATION AND EXPERIENCE REQUIRED
- General office management-related experience and experience working with other staff
- Familiarity with website maintenance, video conferencing, and social media posts
- Valid driver’s license and good driving record.
- Basic QuickBooks and/or WordPress knowledge is a plus
A combination of equivalent experience and/or education and other certifications will also be considered.
Candidate should have the ability to perform the following activities:
- Ability to professionally interact with staff and the public
- Ability to focus for long periods of time on projects
- Ability to use computer technology, phones, and other office related equipment
- Frequent and prolonged sitting and/or working at a fixed workstation
- Ability to reach, stoop, lift and move office related materials and minor equipment
- Ability to drive
The above is not to be construed as an exhaustive statement of duties, responsibilities, or requirements.
To apply please send a resume, cover letter, and list of three (3) references to Denise Gugliotti at
email@example.com, please include your name and the words “NWF Administrative Assistant Application” in the
subject line. Application deadline is February 10, 2024.
The Norcross Wildlife Sanctuary is an Equal Opportunity Employer and does not tolerate discrimination based
on an individual’s sex, age, race, color, creed, national origin, alienage, religion, marital status, pregnancy,
sexual orientation or affectional preference, gender identity and expression, disability, genetic trait or predisposition, carrier status, citizenship, veteran or military status and other personal characteristics protected by law.
The Norcross Wildlife Sanctuary will consider qualified applicants in a manner consistent with the
requirements of applicable state and local “Fair Chance” laws.
The Norcross Wildlife Sanctuary is committed to welcoming a diverse and inclusive workforce, one that
celebrates the varied communities we serve. Our mission and programs can greatly benefit from a range of
perspectives and, as a result, we strongly encourage qualified applications from women, veterans, people with
disabilities, people of color, and gender nonconforming candidates.