What are the responsibilities and job description for the Administrative Assistant position at Southeastern Connecticut Community Land Trust?

MISSION

The Southeastern Connecticut Community Land Trust (SECT CLT) is a membership-based 501(c)(3) nonprofit organization that holds land for the development and stewardship of permanently affordable housing, food production and green space, and facilities for community organizations.

WHAT IS A COMMUNITY LAND TRUST ?

Community land trusts (CLTs) are nonprofit organizations governed by a representative board made up of an equal number of CLT lessees, members and public representatives who bring needed skills and constituencies. The heart of the work for many CLTs is the creation of homes that remain permanently affordable, providing successful homeownership opportunities for generations of lower income families. The SECT CLT is an umbrella organization for the New London Chapter and other chapters as we expand in our region of New London County.

Job Description

The Administrative Assistant is a critical support position within the team, ensuring that the Executive Director, the rest of the team are able to focus on their core responsibilities. This role involves a combination of administrative, office management and database management tasks, ensuring the smooth and efficient running of the office logistics. The ideal candidate will be highly organized, proactive, and comfortable supporting a dynamic and collaborative team.

Key Responsibilities

General Administrative Support :

Assist the Executive Director with managing schedules, organizing meetings, preparing agendas and reports, follow up on action items.

Draft and proofread internal and external communications (emails, letters, reports).

Help organize materials for grant proposals, reports, and other documentation as needed.

Hold office hours and respond to or redirect calls and emails.

Assist with tracking progress of outreach strategies, project deadlines, helping ensure tasks are completed in a timely manner.

Facilitate communication between the outreach team and other stakeholders, ensuring all parties are aligned and informed.

Provide administrative support for strategic planning sessions, team meetings, and program evaluations.

Outreach Support & Data Management :

Maintain up-to-date records and databases of outreach activities, event participants, and partner contacts.

Help manage email lists, ensure accurate targeting, and support digital outreach efforts (Network for Good, Homekeeper, social media tools, etc.).

Organize and maintain both physical and digital files

Qualifications

Experience :

Minimum of 2 years of experience in administrative support, or program management, ideally in a nonprofit or community outreach setting.

Experience in managing communications and working with diverse stakeholders.

Skills :

Strong organizational and time management skills with the ability to handlemultiple tasks and deadlines effectively.

Excellent written and verbal communication skills, with attention to detail.

Proficiency in Google Workspace (Docs, Sheets, Gmail, etc.), and familiarity with digital marketing tools such as Canva, etc.).

Experience with scheduling and managing meetings using tools like Zoom, and Google Meets.

Comfortable working independently and collaboratively with a small team.

Qualities :

Proactive, self-starter with a problem-solving attitude.

Strong interpersonal skills with the ability to build relationships with stakeholders, including staff, partners, and community members.

Ability to maintain confidentiality and handle sensitive information with discretion.

Positive, flexible, and enthusiastic attitude toward supporting team goals.

How the Administrative Assistant Works with the Team :

The Administrative Assistant will support the Executive Director by handling day-to-day administrative tasks, scheduling meetings, preparing reports, and assisting with grant proposals. This allows the Executive Director to focus on strategic decision-making and organizational management. The Administrative Assistant will assist with managing outreach data and reports in collaboration with other SECT CLT team members (intern, independent contractors, volunteers, etc.)

ACCOUNTABILITY

The Community Organizer will report to the Executive Director of the SECT CLT. The SECT CLT board employs the staff person and oversees wage management and work conditions.

PAY AND BENEFITS

Salary : $25 / hr for 24 hours per week (part-time).

Schedule : Six hours daily for four days : 9am - 3pm, Monday - Thursday would be ideal. There is flexibility in this proposed schedule.

Benefits :

Paid Time Off : 3 weeks total- 2 weeks of flexible vacation time and one week during December holiday (~12 / 24-1 / 02).

Sick Time Accrued : 1 hour for every 40 hours worked.

Salary : $25

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