OFFICE ADMINISTRATOR

ABOUT ADIRONDACK LAND TRUST: Founded in 1984, the Adirondack Land Trust is an accredited land trust working to forever conserve the forests, farmlands, waters and wild places that advance the quality of life of our communities and the ecological integrity of the Adirondacks. Through private initiative, community cooperation and a deep connection to the land, the Adirondack Land Trust has protected 31,000 acres at 112 sites in 43 towns. Additionally, the Adirondack Land Trust partnered in the protection of another 400,000+ acres through shared operations with The Nature Conservancy between 1988 and 2016.

POSITION SUMMARY

The Office Administrator provides essential support for the day-to-day operations of the Adirondack Land Trust and the organization’s mission. This includes operations and administration, including support to the executive director, office management, and human resources management. The Office Administrator is often the first point of contact for the organization, greeting visitors, answering phones, and managing general email and mail. This is an in-office position, not hybrid or remote, working primarily from ALT’s main office in Keene, NY, and reporting to the Finance and Operations Manager.

KEY RESPONSIBILITIES

Operations and Administration:

• Assisting the executive director with scheduling meetings and performing other administrative tasks to maximize the executive director’s outreach, efficiency, program and fundraising effectiveness (e.g. document management, timesheets, expense reports, credit card receipts, mileage, travel arrangements).
• Drafting and filing meeting minutes, including but not limited to quarterly board meetings, weekly staff meetings, and committee meetings, as needed. Also sending out weekly staff meeting agendas.
• Renewing commercial insurance policies annually; compiling insurance coverage for committee review.
• Coordinating bi-annual policy review and new policy creation, as needed.
• Overseeing annual charities registration process.
• Researching and exploring new technologies and systems for increased office efficiency and functionality.

Office Management:

• Ensuring the physical workspace is well-maintained, safe and functional by overseeing lease renewal, cleaning services and maintenance.
• Ensuring the smooth operation of office technology by troubleshooting basic IT issues and establishing and managing relationships with IT contractors for more complex IT issues.
• Managing and maintaining records for computers, phones, and other office equipment such as printers, copiers, audio-visual equipment, and coordinating repairs or replacements when needed.
• Maintaining computer software licenses and subscriptions.
• Answering the office phone, monitoring the general office email, receiving and processing mail.
• Organizing, inventorying, and ordering office supplies, furniture, and branded merchandise.
• Helping plan for expanded staff and additional office space in a new location.

Human Resources Management:

• Managing all employee benefits, e.g., health, retirement, paid time off, and other leave, including overseeing time tracking process.
• Coordinating performance review process and objective setting for all employees.
• Supporting Program Directors in recruitment and hiring process, assisting in onboarding of new staff and transitioning of departing staff.

QUALIFICATIONS

• Excellent written and verbal communication, good judgement, and strong time management skills.
• Strong attention to detail and organizational and problem-solving skills.
• Proficiency in Microsoft Office Suite, experience with online platforms and collaboration tools, ability to organize and maintain digital files and experience with cloud storage solutions.
• Ability to diagnose and resolve basic IT issues and experience working with IT support or vendors to resolve more complex IT issues.
• Ability to work effectively both unsupervised and with teams.
• Ability to build and maintain positive relationships with staff, board, and external contacts.
• Strong commitment to high standards, high level of discretion, and personal accountability.
• Familiarity with the unique aspects of nonprofit organizations, including fundraising, grant writing, and board leadership.
• 3-5 years of experience in non-profit work or a related field.

BENEFITS AND COMPENSATION

Reports to:        Finance & Operations Manager

Supervises:       None

Salary:               $47,000 – Full-time (35 hours/week)

Location:           Keene, NY

ORGANIZATIONAL STATEMENT
Data show that some types of candidates more frequently do not apply to a job because they don’t feel that they meet all of the qualifications listed. Our job descriptions are general overviews, not a mandatory comprehensive list. As a small and growing organization, we appreciate a diverse set of skills and candidates eager and willing to grow and learn with our organization. If you feel passionate about our efforts and believe that you have the skills to succeed in this role, we want to hear from you.

We strive for a collegial environment of people who generate innovative ideas and work hard to implement them. We value diversity, equity and inclusion as essential to all aspects of conservation work, and to ensuring that the Adirondack Park welcomes and provides benefits for all people. We also understand the value of work/life balance.

ALT affirms its commitment to equal employment opportunity for all individuals. Decisions about recruiting, hiring, training, promotions, compensation, benefits, and all similar employment matters are made in compliance with all federal, state and local laws and without regard to race, color, religion, gender, ethnic or national origin, age, physical or mental disability, sexual orientation, gender identity, familial status, military status or any other classification protected by federal or state law. Any discrimination in the workplace against persons protected by equal employment opportunity laws is illegal and against policy.