Administrative Assistant

Position Summary:

Veggies to Table is looking for a part-time Administrative Assistant to join our team 2.5-3 days a week. The ideal candidate will have experience working with nonprofits and in administrative roles. Additionally this person needs to have the capacity for and excitement about working in a dynamic, fast-paced setting. No two days look quite the same, and this role requires the ability to multitask, pivot, and prioritize as needed. We greet each day’s challenges and successes with humor and flexibility, and work to create a supportive environment for all team members. This is a hybrid position, with a flexible combination of remote work and time spent at our Newcastle location. 

About Veggies to Table:

Everything we grow we donate to those in need of food and joy in our community. We serve 35 pantries, schools, and summer lunch programs in the Lincoln County, Maine area. We are committed to restoring dignity to individuals and families who have lost control over that most basic of choices and decisions—what to eat. The goal? Universal access to nutritious and culturally appropriate food for everyone. As an estimated 215,000 people in Maine do not have enough food to eat daily, our mission is vital. You can be a part of the solution. Learn more about our work at veggiestotable.org.

Responsibilities:

You will work with Veggies to Table’s Executive Director and Development team to help with daily operations, communications, fundraising, donor tracking, and more.

Operations & Communications-

• Maintain and improve our donor management database and communication practices
• Help create communication systems to expand our reach through our newsletter, social media channels, public events, and press
• Develop and maintain organizational systems, both electronic and physical
• Process and track incoming donations and outgoing payments
• Assist with invoicing, budget tracking, and other bookkeeping tasks
• Run financial reports as needed
• Maintain our newsletter database (Mailchimp)
• Maintain and update our website (Squarespace)
• Manage our e-commerce orders
• Create and improve our Google advertisements 
• Post job listings for new team members when we have openings
• Edit record sheets annually (newsletter sign ups, donation weight logs, etc.)

Fundraising & Donor Relations-

• Track our existing donors and sponsors
• Help implement our end of year and spring appeals
• Assist in donor communication where applicable, i.e. sending donation receipts and acknowledgements
• Maintain our CRM database (Kindful/Bloomerang), including deleting/merging duplicate entries, creating demographic groups, and importing new donors and constituents
• Assist in corporate sponsorship outreach and tracking, including sending letters of request, acknowledgements, updating tracking spreadsheet, and updating website with new sponsors
• Keep donation receipts and automatic acknowledgements up to date in our CRM

Events- 

• Help execute our third annual Paris Sweepstakes, implement event promotion, through press, newsletters, email, flyers, etc.
• Manage our ticket sales software (Ticket Tailor)
• Help schedule and organize other ad-hoc events, such as flower pop-ups or dahlia tuber sales
• Keep and track all relevant event records for reporting purposes

This job may also include Volunteer Management-

• Recruiting and onboarding volunteers
• Managing volunteer platform (SignUp)
• Keeping SignUp and Basecamp calendars consistent
• Corresponding with volunteers 
• Scheduling volunteers
• Setting up hour log spreadsheets for new volunteers
• Tracking volunteer work and time
• Calling WWOOFer references 

Desired experience:

• 2-4 years of nonprofit administration experience preferred
• Proficiency in Google Docs, Google Sheets, Word, Excel, Canva, Squarespace, Mailchimp, Quickbooks
• Experience using CRMs, such as Kindful, Bloomerang, or Little Green Light
• Familiarity with grant reporting is a plus

Qualifications:

• Highly organized and self-motivated 
• Ability to multitask, manage time independently, and pivot between tasks as needed
• Excellent attention to detail
• Excellent written and verbal communication skills
• A passion for serving and strengthening our community 
• Ability to adjust activities and timelines to complete tasks within established time frames, while producing high quality work
• Comfortable transitioning between in-person and remote work environments

Benefits:

• This position is paid hourly at $20/hour
• Professional development opportunities
• Fresh organic produce, flowers, and eggs

About The Community:

• Location a mile from Damariscotta Lake and a mile from the ocean
• Location 1 hour from Portland and 40 minutes from Camden and Rockland
• Location 3 hours from Boston
• An abundance of local hiking and beaches
• Rising Tide Co-op located in Damariscotta
• Downtown Damariscotta—shops and services a mile from the farm

To Apply:

Please send resume and cover letter to: erica@veggiestotable.org. We are actively hiring for this position; applications will be reviewed on a rolling basis.

Veggies to Table is an equal-opportunity employer and never discriminates based on race, gender, religion, ethnicity, or sexual orientation. Everyone is always welcome and all applications will be considered equally.