Administrative Assistant

COLORADO WEST LAND TRUST (CWLT) is the leading Land Trust in Western Colorado, serving a seven-county region from Grand Junction south to Ouray and Gunnison west into Grand County, Utah. CWLT has conserved over 130,000 acres through more than 600 conservation agreements over its 40-year history. CWLT is a private, charitable non-profit organization, accredited by the Land Trust Accreditation Commission and governed by an active Board of Directors.

CWLT's professional staff work together cooperatively to achieve CWLT's mission: To protect and enhance agricultural land, wildlife habitat and scenic lands in western Colorado to benefit the community at large, enrich lives, provide opportunities for outdoor recreation, and ensure our connection to the land for generations to come. CWLT's professional staff are flexible, solutions-oriented, collaborative workers who have a passion to fulfill the organization's mission.

JOB SUMMARY

The Administrative Assistant advances the mission of Colorado West Land Trust by providing critical administrative support to facilitate the efficient operation of the organization. This position will provide broad administrative support under the direction of a single supervisor. This position requires exceptional organization and attention to detail, proficiency with computer applications including Microsoft 365 and databases (in general), and the ability to work efficiently and meet deadlines. The successful candidate will have an aptitude for technology and mathematics. The Administrative Assistant understands the importance of administrative work and has enthusiasm for a position that has a variety of duties.

REPORTS TO

Finance and Operations Director

SCHEDULE

Monday-Friday, with some evenings and weekends required for meetings and events

TRAVEL

Occasional local and regional travel

PROJECTED HIRING SALARY RANGE

$20.00-$25.00/hour

BENEFITS

Current employer paid benefits package includes employer paid health insurance; short- and long-term disability; life insurance; employee assistance plan; 15 days paid vacation, 10 days paid sick time, 11 paid holidays; 403(b) retirement plan with company match after 1 year. Additional employee paid supplementary insurance plans available: dental, vision, life, accident, critical illness, and hospitalization.

HIRING TIMELINE

Application period is from 1/27/2026-2/15/2026. During this period more information may be requested and the candidate asked to participate in a skills assessment at the Mesa County Workforce Center. Interviews are projected to be scheduled for 2/16/2026-2/20/2026. The desired start date for this position is during the first two weeks of March 2026.

ESSENTIAL DUTIES AND RESPONSIBILITIES

General Administration

• Answer phone calls and route to the appropriate staff member or team.
• Greet visitors, determine purpose of visit, and direct them to appropriate staff member or team.
• Data entry in organizational databases.
• Manage permanent records storage and coordinate record access.
• Provide notary public services to CWLT.
• Assist Executive Director with calendar and meeting scheduling.
• Other clerical duties as needed; including scanning and filing (hardcopy and electronic), and supply management.

Operations

• Maintain the organization's physical infrastructure (facility, vehicles, office technology, and furniture); ensure a clean, well-maintained working environment and that necessary supplies and equipment are available.

• Coordinate IT support needs with IT provider and manage the technology replacement program.

• Coordinate annual vehicle inspections and schedule maintenance as needed.

Development

• Accurately enter donations, grants, donors, partners, and funders in the donor database.
• Produce accurate gift acknowledgement letters and send in a timely manner.
• Produce routine reports on schedule and create new, ad-hoc reports as needed.
• Assist with large-scale, direct mail efforts including volunteer coordination
• Assist with events.

Board Coordination

• Coordinate board meetings including scheduling, materials, and technology.
• Provide logistical support to the Board Development Committee in partnership with the Committee chair.
• Provide logistical support for the strategic planning retreat every three years.
• Coordinate the new board member orientation and education processes.
• Maintain the board website.

Professionalism and teamwork

• Build and maintain positive collegial relationships within the Administrative Team, CWLT staff, and board members.
• Communicate professionally, courteously, and effectively with colleagues, board members, service providers, and other constituents encountered during the course of duties.
• Demonstrate problem solving skills. Proactively develop and recommend solutions as needed.
• Accept feedback in the spirit of growth and continuous improvement.

Additional duties and responsibilities

• Attend Board meetings as requested by the Finance and Operations Director.
• Attend and participate in organizational events as required by the Finance and Operations Director.
• Perform other duties as requested by the Finance and Operations Director.

REQUIRED KNOWLEDGE, SKILLS, AND ABILITIES

• Excellent attention to detail; the ability to notice and correct errors, and ensure accuracy in tasks.
• Exceptional time management and organizational abilities.
• Customer service and team orientated attitude with a desire to be helpful to others.
• Excellent interpersonal and communication skills, verbal and written.
• Proficiency with Microsoft Office applications (Excel, Power Point, Word, and Publisher).
• Data entry experience, customer relationship management (CRM) database experience preferred.
• Valid driver's license and ability to drive safely in urban and rural areas obeying all traffic laws.

• Personal qualities of integrity, credibility, and a commitment to the organization's mission.

• Skills assessment for this position is required. Assessment will include Microsoft Office, data entry, written communication, and customer service skills.

REQUIRED EDUCATION AND EXPERIENCE

• High school diploma or GED.
• Business administrative experience preferred.
• Possession of, or ability to obtain, a Notary Public Commission.

PHYSICAL REQUIREMENTS

• Prolonged periods at a desk and working on a computer.

WORK ENVIRONMENT

• Environment for office work is temperature controlled.
• Outdoor events may expose individual to weather elements such as rain, snow, wind, heat and cold.