Conservation Administrative Assistant

Maine Audubon is seeking a part-time Conservation Administrative Assistant based at Gilsland Farm Audubon Center in Falmouth, ME, with some remote work possible. The role involves providing administrative and technical support to the Conservation Department, coordinating meetings and workshops, managing databases, and assisting with volunteer recruitment. This position is not entry-level and requires experience in administrative support.
Position Overview
We are seeking a part-time Conservation Administrative Assistant to be based at Gilsland Farm Audubon Center in Falmouth with occasional travel and some remote work possible. The Conservation Administrative Assistant plays a critical role for the Conservation Department by providing administrative, technical, clerical, programmatic, and database support. The assistant helps make the rest of the team work better! This position reports to the Director of Conservation and supports all other regular and temporary Conservation and Advocacy staff. Please note: This is an administrative support position and not an entry-level position for biologists looking for a start with a wildlife organization.

Essential Duties and Responsibilities

Over the course of the year, we need help for the following tasks, but not all at the same time:
• Provides general program support as needed, e.g. organizes outreach materials and information packets for Community Science volunteers; coordinates registration, speakers, agendas, facilities and sustenance for workshops; prepares packets of information for workshops; and sets up and coordinates informational and training webinars for volunteers and the public.
• Coordinates team meetings and is responsible for taking and distributing meeting notes.
• Acts as the primary Administrative Assistant for all programs in the Conservation and Advocacy Departments, including responding to general inquiries by phone and email; purchasing supplies and equipment; creating and maintaining tracking spreadsheets; submitting invoices; and coordinating mailings.
• Helps coordinate hiring of seasonal biologists or other temporary Conservation positions; may participate in interviews in some situations.
• Occasionally assists with field work and workshops, and conducts background research on specific topics.
• Updates and manages department databases and contact with volunteers and landowners as needed. Helps manage data for Community Science volunteer surveys.
• In coordination with Communications, collaborates on the production of major publications (such as technical reports), brochures, flyers, and stickers. Also coordinates and updates calendar listings of programs and workshops.
• Recruits and supervises volunteers to help with general clerical work; seeks, trains, supervises, and assists volunteers and interns assigned to specific projects.
• Updates Conservation pages on Maine Audubon website, including proofreading and editing existing pages, adding new material, and adding links to reports and other publications as needed.
• Assists with grant writing and reporting as needed.
• Other duties as needed and assigned.