MPC Program Asst. Job Description

Memorial Park Conservancy Administrative and Program Assistant Job Description

The Program and Administrative Assistant position for the Memorial Park Conservancy (MPC) will provide administrative support to MPC, with a focus on supporting the Executive Director and the Director of Development. Responsibilities include, but are not limited to: Executive Director Support:  

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Manage and maintain the Executive Director’s schedule.

Read and analyze incoming memos, submissions, electronic communication and reports to determine their significance and plan their distribution. Prepare responses to correspondence containing routine inquiries.

Prepare invoices, reports, memos, letters, financial statements and other documents, using word processing, spreadsheet, database, or presentation software.

Support contract management as needed.

Development Support:    

Provide general support for events, including processing payments, creating correspondence and updating databases.

Assist with creating donor correspondence and coordinating meetings with prospective donors.

Provide assistance in direct mail and e-communication function Edit and assist with updating development department materials.

Board and Meeting Support:  

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Prepare agendas and make arrangements, such as coordinating catering for luncheons, for committee, board, and other meetings.

Prepare correspondence and agendas for MPC activities, coordinate meetings, and maintain an organized filing system. File and retrieve documents and reference materials in an organized manner.

Conduct research, compile data, and prepare materials for consideration and presentation by executives, committees and boards of directors.

Attend meetings to record minutes, and compile, transcribe, and distribute minutes of meetings. Maintain and update minutes file and Board manual for auditing purposes.

General Office Support:

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Greet visitors / serve as receptionist as needed.

Answer phone calls and direct calls to appropriate parties or take messages.

Make travel arrangements.

Perform general office duties such as maintaining records, managing database systems, and overseeing housekeeping, administrative policies and procedures for the office.

Provides office facilities management (e.g. maintains office supplies, manages vendor relationships such as IT, comms, copier, etc.) coordinates moves and furniture needs; provides set up for new staff members, etc.).

Provide support for other program functions, including but not limited to the volunteer program and conservation program.

General Expectations: o o o o o o o o o o

Motivated self-starter with ability to anticipate needs of office Attention to detail, design, spelling, grammar, guidelines, processes Flexibility – you may be in the office one day and in the park the next Professional demeanor and dress when interfacing with others Timely follow-up to management needs Strong project management skills Periodic errands/driving to pick-up/drop off materials ‘All hands on deck’ approach An understanding of and experiences with nonprofit culture and best practices Fluency in Word Office Suite and experience with donor database systems

Education and Knowledge:    

Bachelors Degree or equivalent work experience Minimum 3 years in an administrative support function Minimum one year of nonprofit professional experience Special consideration will be given to those with prior experience with events, Quickbooks, parks, and/or donor database experience

Please submit resume, two writing samples, one letter of reference to info@memorialparkconservancy.org