Operations & Development Assistant

Frenchman Bay Conservancy

Opening posted: 08/31/2023 | Expires: 09/30/2023

Frenchman Bay Conservancy is looking for a very well-organized, detail oriented and resourceful Operations & Development Assistant to manage FBC’s donor database, process donations, receive and send mail, maintain an organized digital and physical file structure, and support the Director of Development. The Operations & Development Assistant will work in FBC’s Tidal Falls office in Hancock as part of an eight-person staff. This is a 40 hour per week, salaried position, and it reports to the Director of Development.

FBC is a 37-year-old nonprofit land trust with a mission to conserve distinctive ecosystems and landscapes for the benefit of all, from the Union River and Frenchman Bay watersheds east to the Hancock county line. FBC has conserved over 13,000 acres of land in 12 Hancock County towns and townships through easement and ownership and maintains 31 miles of trails freely open to the public. We maintain a supportive and flexible office environment, and we are enthusiastic about our land conservation mission.

FBC is accredited through the Land Trust Accreditation Commission. We abide by strict standards and practices and board-approved policies that govern all aspects of our work, including record keeping, and contact with landowners and donors. These layers of accountability provide helpful structure for the organization and its staff, and also require a high standard of professional ethic by all staff for ongoing compliance.

FBC’s Operations & Development Assistant’s primary responsibilities include:
Administering the organization’s donor database, Little Green Light. He/she/they will record all donations including amount, contact information, donation type and other relevant information, will promptly send written confirmation to all donors, and file digital gift documentation in Google Drive.

Additional donor tracking in the database including standard gift and ad hoc reports, event attendance, campaign management, volunteer engagement and general upkeep of donor data. This will include taking routine steps to ensure data quality.

Providing confidential donor administration support to the Director of Development.

Providing administrative support to the Director of Development, other senior level staff including, but not limited to support for grant and budget reporting, provide organizational info on request (information needed for fundraising, grant applications, etc), producing reports for board meetings, membership and fundraising mailings, and other tasks in pursuit of the organization’s mission.

Providing administrative support to the Board of Directors for select committees, full Board meetings, and events.

Assisting the Director of Development, other senior level staff and the Board of Directors with planning and executing events.

Providing calendar support for events and meetings, including for the use of outside facilities and conference spaces at the Tidal Falls office, and for video conferencing.

Communicating annual conservation easement monitoring schedule with property owners.

Organizing and maintaining digital and physical files.

Responding to calls and visits from volunteers, board members, the general public, and inquiries at large.

Other responsibilities include, but are not limited to:
Answering phones and general inquiry emails,
Managing and purchasing office supplies,
Purchasing program and event supplies as directed,
Overseeing Tidal Falls Preserve maintenance, such as cleaning, lawn mowing, snow plowing, and trash removal services,
Running occasional errands.

Requirements:
At least two (2) years of demonstrated experience as an Operations Support Associate, Office or Administrative Assistant, or other comparable position

Or any equivalent combination of education and experience that demonstrates possession of the required knowledge, skills, and abilities

Proficiency with Microsoft Office applications including Excel, Word, and Outlook; and Google Business Suite

Experience with Accounts Payable and Accounts Receivable, and QuickBooks online required

Demonstrated experience with confidential financial records

Experience with Accounts Payable and Accounts Receivable, and QuickBooks online required

Demonstrated knowledge of basic network, VOIP telephone, and computer operations, troubleshooting, and management

Strong organizational and record-keeping skills with a very strong emphasis on accuracy and efficiency

Strong communication skills, both written and verbal

Ability to multitask and perform under tight deadlines independently, and as part of a team

Experience working with grants and contract documents a plus

Reliable transportation needed, occasional travel and extended hours may be required

FBC offers competitive benefits, paid time off, a flexible and creative work environment, professional development support, and an annual salary of $46,000 for the right, well-qualified candidate. References will be sought from candidates who advance to a final interview. To apply, please send a cover letter and resume as PDF or Word document files to by September 30, 2023. No phone calls please.

Frenchman Bay Conservancy is an equal opportunity employer that is committed to diversity and inclusion in the workplace. We prohibit discrimination and harassment of any kind based on race, color, sex, religion, sexual orientation, gender identity, national origin, disability, pregnancy, or any other protected characteristic as outlined by federal, state, or local laws.