Engagement & Office Manager
Job description
Overview: At Muskoka Conservancy, our success depends on people—volunteers and donors who give their time and resources because they are passionate about nature conservation in Muskoka. The satisfaction experienced by these key contributors is closely tied to the quality of support they receive from our staff. The Engagement and Office Manager is a hub—a key point of contact enhancing the efficiency of our operation and the overall quality of experience for the people who share our mission.
We are currently seeking someone exceptional to fill and shape this role. The ideal candidate is personable, a flexible problem solver with superb communication skills and a detail-oriented mindset. They should have previous experience working in an office environment, providing customer service and performing administrative tasks including financial and confidential record keeping. All staff should be capable and comfortable in Muskoka’s outdoors in all seasons.
Objectives of this Role
- Muskoka’s communities understand and support the nature conservation mission and values of Muskoka Conservancy
- Office is organized with timely, coordinated workflows
- Donors and financial supporters are confident in MC’s leadership and management
- Volunteer champions feel supported by staff
- Engagement events are known for consistently making people feel good
- Volunteers feel satisfied by timely, well-organized activities with clear outcomes
- Organization adheres to a best-available conservation science approach
Daily and Monthly Responsibilities
- Organize and manage office environment, optimize workflows
- Coordinate with bookkeeper to ensure continuity of accounts payable and accounts receivable
- Coordinate, prepare, and make bank deposits
- Coordinate incoming invoices
- Keep excellent records of donations, deposits, and payables
- Prepare and send tax receipts and thank you letters
- Data entry and data hygiene of Donor Perfect database
- Provide basic Information Technology (IT) support to employees, addressing and resolving technical issues related to hardware, applications and network systems. Accessing support as required.
- Volunteer management
- Prepare informative weekly e-bulletins, a quarterly newsletter, and regular social media posts
- Organize and oversee the logistics for engagement events
- Providing support to coworkers and leadership to volunteers in the field, sometimes wading in muck through swarms of mosquitoes and black flies.
- Admin tasks such as scheduling, taking and distributing committee meeting minutes, maintaining file server, and updating content on the website
- Warmly greet visitors; answer phone calls and email, providing basic information or direction to an expert source
- Provide support to Executive Director
Proficiencies
- Internally motivated to protect nature
- Great people skills, a natural ability to interact with others
- Ability to focus, plan, prioritize, initiate tasks, organize, manage time, define and achieve goals
- Situational awareness, flexibility, and stress tolerance
- Observant and curious
- Capable of providing basic IT support and knowing when to access product support
- Superb written and verbal communication skills
- Donor relations including Donor Perfect (training provided)
- Comfortable handling confidential information
- Able to work individually with minimal supervision, and with a team
- Field skills and comfortable in typical Muskoka terrain and conditions
Working Arrangements
- Reports to Executive Director
- Full time, permanent
- Standard work week is 35 hours occurring from Monday to Friday between 8:30am to 5:30pm
- Occasional evening and weekend work is required
- Flex time is encouraged
- Work Location: in person in office is standard, with occasional remote work available
- Valid Driver’s License and access to a reliable vehicle is required
- Competitive salary, health benefit allowance, cell phone allowance
Apply
syoung@muskokaconservancy.org
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