Executive and Operations Assistant

Department: Administration/General Management 

Hours: Full-time, Non-exempt (hourly) 

Reports to: Executive Director 

Overview 

Under the general supervision of the Executive Director, the Executive and Operations Assistant has two sets of responsibilities: 1) providing administrative support to the Executive Director and Senior Management Team, including supporting communications to Board, staff, volunteers, and donors; and 2) supporting the operations of the organization. This position is located at SELT’s Burley Farms Campus in Epping, New Hampshire, and requires a full-time, onsite presence.   

Executive Duties 

• Coordinates and completes all logistical aspects of meetings for the Executive Director; this includes, but is not limited to drafting minutes, distributing materials, and securing meeting locations  
• Manages the Executive Director’s calendar; meets with ED in advance to review calendar, identify support needs, and meet needs on time 
• Secures donor visits for the Executive Director and tracks outreach progress. Provides meeting reminders to the Executive Director and visit participants. This includes organizing internal meetings to identify meeting prospects, preparation for visits, and coordinating itineraries and materials as needed. 
• Organizes and schedules Staff, Committee, and Board meetings, including creating and distributing meeting packets and taking/editing select meeting minutes, including Board meetings 
• Enters reports, assignments, and select data into the donor database as needed 
• Provides clerical and administrative support for the Executive Director and Management Team  
• Represents the Executive Director and leadership team with exceptional professionalism, warmth, and grace 

Operations Duties 

• Greets visitors and answers primary phone line, representing the organization positively to donors, landowners, and the public 
• Submits monthly payroll to 3rd party payroll administrator 
• Conducts weekly and monthly accounting tasks, including accounts payable, accounts receivable, and payroll reporting 
• Orders office supplies and equipment and coordinates vendor services, including telephone, internet, office technology network, and cleaning 
• Promptly responds to inquiries from outside organizations and businesses for meeting space rentals; when outside organizations are using SELT’s facilities, greets guests and provides points of contact instruction and support for technology needs 
• Troubleshoots and coordinates service for non-functioning office equipment, including staff computers and organizational printers/copy machines; works with SELT’s IT service vendor to troubleshoot and resolve technology issues 
• Posts job announcements, manages applicants, and helps to onboard new employees.  
• Attends occasional after-hours events 
• Performs special projects and other related duties as required, directed, or as the situation dictates 
• Is regularly onsite at SELT’s office and demonstrates consistent and reliable attendance  

Education and Experience:   

Significant administrative experience at the executive level strongly preferred. Qualified candidates will have:  

• Bachelor’s Degree in a related field with 3-5 years of office support, OR  
• Seven plus years administrative experience, preferably at the executive level.  

Qualifications 

SELT seeks the best candidate for the job. We encourage applicants from all walks of life, regardless of age, race, ethnicity, gender identity, sexual orientation, disability, or any other characteristic that makes them who they are. We recognize the value that diversity brings to our organization and the broader community.  

Ideal candidates will enjoy meeting deadlines and working both independently and with creative colleagues in a busy but highly positive environment. They will be highly organized and able to balance multiple tasks with a high degree of accuracy. A confident, friendly attitude and ability to maintain donor confidentiality are essential. A willingness to pitch in and help in a variety of situations, a sense of humor, good judgment, and common sense are all leading attributes of this position. Other important applicant qualities: 

• Demonstrated professional history managing multiple complex and competing priorities with sound judgment, self-direction, and initiative 
• Excellent organizational skills 
• Experience with executive-level calendar management 
• Experience with Donor Perfect Online and Salesforce, or an aptitude for database management  
• Excellent writing skills that project a personable, friendly, and professional attitude 
• Strong copyediting skills 
• Strong interpersonal and oral communication skills 
• Ability to work both independently and as part of a team 
• Ability to effectively operate computers and assigned software, including Microsoft Office 365, Sharepoint, and various CRM (Client/Customer Relationship Management) platforms/systems 
• Experience with Sage Intacct or similar accounting software desirable 
• A background in the nonprofit sector is preferred but not required 

Compensation 

Competitive salary commensurate with level of directly relevant experience, with a starting range of $50,000 to $60,000. Benefits package includes health insurance plan; long-term and short-term disability insurance; employee match to 403(b)(7) retirement plan; and paid vacation, sick time, and holidays. Free solar powered EV charging is available on site for SELT employees. All staff are encouraged to enjoy hiking, skiing, biking, and other recreational activities year-round and onsite at SELT’s beautiful Burley Farms net-zero campus in Epping.  

Working Conditions and Physical Demands 

Work is performed in a normal office environment and is not subject to extremes of noise, temperature, odor, etc. The person in this position operates computers, printers, photocopiers, and basic office equipment. Work requires repetitive motion in the use of computer, keyboard, and mouse. All SELT employees have automated desks that can be adjusted to sit or stand while working. Occasional travel is required, with select night meetings and weekend assignments. 

Other Details 

The mission of SELT is to protect and sustain the significant lands in our communities for clean water, outdoor recreation, fresh food, wildlife, and healthy forests.  Since 1980, we have partnered with local landowners and municipalities to conserve 26,000 acres of land. Since 2013, SELT has been accredited through the national Land Trust Accreditation Commission.   

SELT currently has 16 professional staff positions and is a growing, thriving organization. In 2022, we moved to our permanent headquarters at the Burley Farms in Epping, a 240-acre property with fields, forests, and a 50-acre beaver pond. All staff are housed in the net-zero Nan and George Mathey Center for People and Nature, located at Burley Farms. Learn more at www.seltnh.org.