Administrative Assistant

The Administrative Assistant will provide essential administrative support, ensuring smooth operations for our conservation programs. This role involves support for building invoices, maintaining grant and donor records, preparing reports, filing, making phone calls, mailings, and occasional errands. The ideal candidate has strong organizational skills, a passion for conservation, and experience handling financial and administrative tasks in a nonprofit setting.

Key Responsibilities:

· Assist with Finance Director with grant tracking, financial reporting, and budget monitoring for federally funded conservation projects.

· Provide administrative support to the Executive Director as Board liaison, including calendar management, meeting coordination, and document preparation.

· Maintain and organize financial records, donor contributions, and grant documentation for audits and reporting.

· Coordinate communication between finance, program managers, and field staff working in wilderness areas.

· Assist in preparing financial reports for funders, board meetings, and government agencies (e.g., U.S. Forest Service reporting requirements).

· Support payroll processing, timesheet collection, and contractor payment tracking.

· Monitor federal and private grant deadlines, ensuring timely submissions and financial compliance.

· Handle general office duties, including ordering supplies, processing mail, ordering water refills, and maintaining digital and physical files.

· Support financial and administrative aspects of fundraising events, donor outreach, and conservation program budgeting.

· Support creating and disseminating newsletter and social media profiles

· Support hiring and onboarding process for ramp up to seasonal expansions

Qualifications & Skills:

· Education: Associate’s or Bachelor’s degree in Business Administration, Finance, Accounting, Marketing or a related field preferred. (working towards one of these is also acceptable)

· Experience: Some professional exposure to administrative experience, preferably in nonprofit finance, conservation, or grant management.

· Technical Skills: Proficiency in Microsoft Office Suite (Excel, Word, Outlook); experience with QuickBooks, grant management software, or nonprofit accounting software is a plus.

· Organizational Skills: Strong attention to detail and ability to manage multiple projects and deadlines.

· Communication: Excellent verbal and written communication skills, with an ability to interact professionally with nonprofit staff, government agencies, and donors.

· Confidentiality: Ability to handle sensitive financial, personnel, and grant-related information with discretion.

· Knowledge of Public Lands & Conservation: A plus if familiar with U.S. Forest Service partnerships, federal grant reporting, and conservation funding structures.

Work Environment & Benefits:

· Office-based with potential for hybrid or remote work depending on location.

· Occasional travel to project sites in national forests and wilderness areas may be required.

· Competitive salary and benefits, including health insurance, retirement plans, and paid time off (if full-time).

· Opportunity to work with a passionate, fun, and tight-knit team dedicated to protecting public lands and ecosystems