Administrative Associate

3 days ago

Durham, North Carolina, United States Triangle Land Conservancy Full time
About Triangle Land Conservancy

Triangle Land Conservancy (TLC) is a highly respected land trust that has protected over 25,000 acres in the rapidly growing Triangle region of North Carolina. Since 1983, TLC has conserved land to safeguard drinking water, support family farms and the local food economy, protect important natural habitat, and connect people with nature.

Job Summary

The Administrative Associate will provide administrative support to the Director of Finance & Administration, Executive Director, and organization as a whole. The ideal candidate is self-motivated, friendly, and capable of managing their workload and prioritizing tasks in a fast-paced nonprofit environment.

Key Responsibilities
  • Provide operational support to three TLC offices, including coordinating building repairs, managing copiers, and stocking/ordering toner.
  • Calendar and scheduling management.
  • Answer phones, route calls and messages as required.
  • Provide back-up and support for general liability insurance claims and account maintenance.
  • Create, maintain, and update hard copy and electronic filing systems.
  • Organize office move (planning and execution) in 2025.
  • Other support as needed.
Support Staff Gatherings
  • Manage logistics for biweekly virtual staff meetings and quarterly in-person staff gatherings.
  • Purchase meeting or committee supplies as needed.
  • Special projects and other duties as assigned.
Technology Systems
  • Serve as TLC liaison to third-party information technology companies and facilitate monthly and quarterly account meetings.
  • On-call during working hours for network performance issues; on-site presence for tech upgrades and maintenance.
  • Provide employee on/offboarding for soft/hard technology set-up and telephone connection.
  • Administrator for Voice Over Internet Protocol (VOIP) system, manage organizational and employee accounts, maintain main phone number greeting, menu, outgoing messages and liaise with VOIP providers.
  • Administrator for SharePoint site, liaise with IT support company.
  • Manage and inventory technology equipment.
  • Communicate directly with TLC staff about technical issues and maintenance reminders.
  • Satellite office support for IT needs, including server, internet service, wi-fi connectivity, workstation management.
  • Other support as needed.
Direct Support for Executive Director
  • Complete timecard and expense reports monthly for Executive Director.
  • Manage logistics for quarterly in-person Board of Director meetings and quarterly virtual Board committee meetings.
  • Maintain up-to-date board and committee folders, contact lists, biographies, and nominating committee board prospect list.
  • Special projects and other duties as assigned.
Direct Support for Advancement Department
  • Assist with in-house printing and mailing of fundraising appeals and gift acknowledgements.
  • Submit business reply refund request to US Postal Service.
  • Other support as needed.
Skills and Qualifications

The ideal candidate will have:

  • Proven experience in an administrative or assistant role, preferably in a nonprofit setting.
  • Strong organizational and project management skills with exceptional attention to detail.
  • Excellent written and verbal communication abilities.
  • Discretion and professionalism in handling sensitive information.
  • Strong problem-solving skills with a positive, solutions-oriented approach.
  • Experience developing or improving office systems to enhance organizational efficiency.
  • Proficiency with office technology, MS Office/Google Suite, and expense software; experience with third-party technology vendors is a plus.
  • Flexibility and adaptability in a dynamic work environment.
  • Strong interpersonal skills to effectively collaborate with staff, vendors, and the community.
  • Ability to work independently and manage multiple tasks without direct supervision.
  • Commitment to diversity, equity, and inclusion, fostering an inclusive workplace.
Work Schedule and Benefits

This is a three-quarter time (32-hours/week) permanent, non-exempt position. The work schedule for this position is Tuesday-Friday with at least two regular days a week in the office. In addition to salary, regular holidays, and paid time off, employees receive 100% employer-paid group medical, vision and dental insurance with a Health Savings Account or Flexible Spending Account, short-term and long-term disability insurance, term life insurance, and an Employee Assistance Program. TLC also offers a voluntary 403(b) retirement plan and an employer-paid Simplified Employee Plan beginning after 12 months of employment. Beyond these benefits, employees receive funding to participate in diversity, equity, and inclusion training and opportunities for individual professional development on an ongoing basis.

Diversity, Equity and Inclusion

TLC is an equal opportunity employer that recruits, hires, trains, and promotes individuals without regard to color, race, religious belief, sex, marital status, sexual orientation, gender identity, national or ethnic origin, disability, veteran status, or age. People of color, LGBTQ people, people with disabilities, and members of other historically disenfranchised populations are strongly encouraged to apply. We also strive to ensure our hiring process, including the submission of the application, meets your needs. To submit an application to this post, you will need to upload a resume and answer a few questions (using open text and multiple choice answers). If there are accommodations that would help you in submitting the application, please email hrATtriangleland.org. For accommodations needed during the interview process, we have a section to indicate this in the application (no need to email).

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