The Operations Assistant is responsible for performing multiple administrative functions within the Massachusetts Chapter. S/He manages reception in the Boston Office and serves as back-up to the Operations Manager. S/He coordinates and tracks volunteer inquiries and works to match volunteers to staff opportunities. S/He is responsible for overseeing the youth safety program for the Chapter by ensuring compliance, tracking and assisting staff with safety plans. The Operations Assistant supports specific administrative functions related to landscape facilities and assists with events/meeting logistics as needed. S/He may support the Director of Operations and will provide administrative assistance to other Massachusetts Chapter staff (i.e. meeting logistics, travel arrangements and research and data/report preparation) as time permits.
This is a part-time position (21 hours/week) which reports to the Director of Operations and is part of a small Operations team that works closely to ensure the overall smooth functioning of the Massachusetts Chapter.
- Responsible for reception duties 3 days (or 21 hours)/week which includes: sitting at reception and greeting visitors, ensuring reception is kept neat and publications updated, managing phones (forwarding calls and returning generic voicemails), process incoming/outgoing mail, and stamping/delivering incoming checks (donations) to the correct staff member.
- Assist Operations Manager with office management duties to ensure the Boston Office is kept clean, functional and efficient. Keep public spaces (meeting rooms, kitchen, copy room) neat and organized. Assist operations team with various office-related projects. Act as back-up when Operations Manager is absent.
- Coordinate volunteer inquiries for the Boston Office. Correspond with, track and route potential volunteers to specific staff. May manage additional volunteer program duties if time allows.
- Manage Chapter youth safety program by ensuring staff/volunteers understand TNC policies and procedures and track certification. Develop a centralized Chapter-wide tracking system for youth-related activities and work with staff to ensure plans/paperwork are in place.
- Manage the annual filing of property tax exemptions.
- Assist operations team with specific duties/projects related to overall administration and operation of landscape offices.
- Assist with the coordination of office events and staff-wide meetings. May provide meeting support.
- May assist the Director of Operations with human resources related tasks. May assist other staff with projects as time permits.
- Does not supervise any staff, but may help plan and direct the work of volunteers or interns;
- Prioritize tasks in the absence of specific instructions and make day-to-day decisions within the scope of work assignments; duties are performed according to instructions or established practices and supervisor will resolve any problems or questions;
- May serve as a team member for assigned projects;
- Work overtime as needed; and
- Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
- Experience organizing time and managing diverse activities to meet deadlines;
- Experience providing administrative support, including some or all of the following: phones/customer service, mail distribution, equipment maintenance, coordinating travel arrangements and meetings, or organizing files;
- Experience working and communicating with a wide range of people;
- Experience writing clear, understandable email messages.
DESIRED QUALIFICATIONS
- Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated;
- Ability to analyze information for the purpose of preparing reports, coordinating activities, and solving problems;
- Experience working with volunteers (is a plus):
- Ability to apply research skills;
- Database skills, including managing and tracking data, and producing reports;
- Excellent customer service skills and focus;
- Experience, coursework, or other training in relevant field; and/or
- Strong organizational skills and attention to detail;
- Service oriented. Courteous, personable, tactful and able to deal effectively and sensitively with all levels of staff and public;
- Demonstrated flexibility to changing situations and priorities;
- Strong verbal and written communication skills;
- Experience utilizing organizational skills and accuracy, attention to detail and ability to work well in a high volume and sometimes high paced environment;
- Interest in “behind the scenes” conservation work.
The Nature Conservancy offers competitive compensation, 401k or savings-plan matching for eligible employees, excellent benefits, flexible work policies and a collaborative work environment. We also provide professional development opportunities and promote from within. As a result, you will find a culture that supports and inspires conservation achievement and personal development, both within the workplace and beyond.