Development Assistant Position Available In Sagadahoc, Maine

Development Assistant Institute for Global Ethics Opening posted: 04/02/2025 |

Expires:

04/30/2025 JOB

DESCRIPTION

The Development Assistant will provide administrative support for the Executive Director, Development Director, and Membership Program. This position is part of the Development Team and works closely with the Board of Directors. This role requires excellent communication, collaboration, and a high level of discretion. This full-time, salaried exempt position is supervised by the Executive Director and will also work closely with the Development Team, including the Development Director and Operations & Finance Director.

Areas of Responsibility:

1. Administrative Support for Executive Director – 30% Partners with the Executive Director to enable effective time and project management and leadership donor engagement; Co-manages the Executive Director’s calendar, including making appointments and prioritizing the most urgent matters; Provides administrative assistance, such as writing and editing e-mails, and preparing communications and presentation materials on the Executive Director’s behalf; Assists with prepping meetings agendas, preparing PowerPoint slides, and other materials required for successful meetings; Maintains Executive Director’s filing and organizational systems; Organizes meetings, including scheduling, sending reminders, and arranging catering when necessary; Coordinates travel and activities for the Board and Executive Director as needed. 2. Administrative Board & Committee Support – 10% Provides support for the Operations & Finance Director in preparing for Land Trust board meetings (appx. 7 per year), including setting up audio/visual tech, prepping food, and other materials as needed; Creates monthly list of committee meetings for distribution to the Board; Maintains Board calendar, contact sheets and files; Sets up technology (zoom calls) and conference rooms for board-led meetings, and prepares food and drinks coordination/prep if needed;
Coordinates board communications, documents, and mailings. 3. Administrative Support for Development Director – 20% Assists Development Director with maintenance of leadership donor database and prospect tracking systems; Assists with updating the grants tracking calendar: application and report deadlines, contact information, etc.; Assists with the scheduling, coordination and execution of donor-related events; As needed, prepares reports and lists to be used in development activities. Participates in the Major Gifts Committee and supports the Development Director in tracking and completing follow-up action items. 4. Membership Program Management – 30% Manages membership information and entry of all gifts into the eTapestry membership database including entering and updating member contact, donations, information data, and as needed, assists with various projects to improve the quality and accuracy of this database;
Manages the execution and distribution of the annual membership mailings including annual and spring appeals, gift acknowledgement letters, new member welcome packets and other special appeals; Manages the Evergreen donation program including year-end thank you letters; Assists with member events including annual meeting, as well as select other organizational events; Creates queries and mail merge lists for all major mailings; Assists with producing reports and analysis of data; Arranges for membership swag; Assists with the development and editing of content for print and electronic materials including newsletters, eNews, and press releases. 5. General Office & Other Duties – 10% Serves as the primary contact for incoming calls and visitors, taking messages or directing to appropriate staff as necessary; Maintains overall annual organizational calendar of internal and external organizational meetings, Zoom calls, events, closings, and key activities; Maintains the administrative filing system; Manages office volunteers; Additional responsibilities will be assigned to assist with the dynamic needs of an ambitious organization always looking to streamline its work and grow its impact. Essential Qualifications Commitment to the mission of the Land Trust; Willingness to serve as an ambassador for the organization in the community and able to work effectively with board members, staff, volunteers, donors, community members and visitors; Embraces and supports a culture of access and inclusion; Articulate in public and possessing excellent interpersonal skills featuring tact, patience, diplomacy, flexibility, and helpfulness; Strong verbal and written communication skills; Ability to work independently and as part of a team as part of a small office environment; Detail oriented and possessing strong organizational, problem-solving and multi-tasking skills with attention to detail and deadlines;
Possesses rigorous standards of discretion and confidentiality with sensitive information; Experience with and/or ability to learn donor management software systems; Ability to effectively operate computers and assigned software, including the Microsoft Office suite and ability to learn additional software needed for the fulfillment of job responsibilities; Minimum of a Bachelor’s or experience commensurate with the needs of the position; Initiative in recognizing needs for the efficient and effective organization of the Land Trust’s administrative needs; A valid vehicle driver’s license and use of personal vehicle with proof of insurance. This position is based out of the Land Trust’s Camden office with occasional travel to meetings and events through Knox and Waldo County required. Coastal Mountains Land Trust offers comprehensive benefits including health, dental, SIMPLE IRA retirement plan, paid time off, and more. The salary range for this position is $43,000 – $53,000.

To apply:

Please send resume and cover letter to info@coastalmountains.org, with “Development Assistant” in the subject line. We encourage you to apply even if you don’t meet 100% of the requirements but believe that you’d be great at this role. Applications are due by April 30, 2025. Coastal Mountains Land Trust is an Equal Opportunity Employer. We do not discriminate on the basis of race, color, religion, sex, sexual orientation, gender identity, national origin, age, disability, veteran status, or any other aspect of identity protected by applicable federal, state, or local law.