Communications and Philanthropy Associate

Our Mission:

We advance the conservation of lands and waters in Maine to ensure ecological wellbeing and foster thriving communities.

We understand that as in nature, diversity builds resilience. We uphold a working culture where unique identities and experiences are welcomed and appreciated. Our team is empathetic, committed and collaborative. We seek employees that are not only capable and talented, but who care about supporting and respecting each other. We seek people who are interested in imagining creative solutions and continuous learning.

• Are you interested in a career with an organization whose focus is on protecting and caring for vital lands on the coast and contributing to community well-being in Maine?
• Do you dive into your work with a sense of enthusiasm, curiosity, and determination?
• Are you looking for an opportunity to build marketable skills that can launch you into a meaningful career where your skills will always be in demand?
• Are you looking for a collaborative, compassionate, and supportive work environment, where you can feel comfortable asking questions and testing new skills?

Position Overview:

The Communications & Philanthropy Associate provides proactive, high-level administrative and project support to a dynamic three-unit team: Development, Communications, and Institutional Giving. This role ensures the smooth functioning of departmental systems and leadership support. The ideal candidate is focused, organized, discreet with confidential information, and responsive to both internal and external stakeholders.

Essential Job Functions:

Executive & Leadership Support (20%)

• Manages calendar and scheduling requests for the Sr. Director of Communications & Philanthropy; safeguards time and anticipates needs.
• Supports meeting prep, expense reporting, email and phone correspondence.
• Serves as a key liaison to ensure department priorities are aligned with organizational strategies.
• Conserves the Sr. Director of Communications & Philanthropy’s time by understanding organization goals, priorities and strategies well enough to make sound decisions.

President & CEO Donor Visit Coordination (20%)

• Coordinates donor visit logistics for the President & CEO in collaboration with others.
• Prepares agendas, talking points, and materials; manages related data entry and reporting in SalesForce.
• Tracks donor visit priorities, maintains visit schedules, and supports coordination with development and institutional giving staff.
• Collaborates with the Data Analyst & Researcher to prepare donor profiles.
• Performs data entry and runs reports.

Board & Committee Liaison (15%)

• Coordinates logistics for Development and Communications Committee meetings (virtual and in-person), including agendas, RSVPs, materials, catering, and location arrangements.
• Prepares and distributes meeting minutes.
• Serves as department administrator for BoardEffect; ensures timely and accurate uploads and supports other platform administrators.
• Helps prepare Board reports.

Departmental & Administrative Support (15%)

• Maintains entries for the department in the organization-wide calendar (Route One).
• Provides event logistics support in collaboration with Development Officers and Event Specialist.
• Supports departmental initiatives, reports, and internal projects with task coordination and documentation.
• Maintains inventory of branded materials and donor packet components.
• Monitors shared inbox and routes inquiries appropriately and promptly.

Financial & Operational Coordination (15%)

• Enters invoices for departmental expenses and routes for approval.
• Serves as department superuser for finance system and budget tracking, supporting Work Team Leads.
• Assists with reconciling the online store.

General Operations & Process Improvement (15%)

• Coordinates new staff onboarding for the department in partnership with HR, IT, and hiring managers.
• Maintains physical office spaces to be tidy, organized, and visitor ready.
• Participates in monthly cross-department Administrative Team meetings.
• Oversees records and data storage practices in alignment with organizational standards.
• Manages department memberships (e.g., AFP) and annual updates to the organization’s Guidestar/Candid profile.
• Coordinates updates to the department’s content on the organization’s website and intranet in collaboration with Communications staff and IT.
• Seeks ongoing process improvements and best practices for administrative efficiency.
• (Preferred) Serves as a Notary Public, or willingness to obtain commission.

Education & Experience:

2- or 4-year degree in a related field with two to four years of experience in a dynamic office support role, preferably at the executive level. In lieu of education, 5 years of administrative experience with major donor outreach and strategy experience preferred.

Qualifications:

• Experience or demonstrated aptitude with executive level calendar management.
• Demonstrated professional history managing multiple complex and competing priorities with sound judgment, self-direction, and initiative.
• Excellent organizational and project management skills.
• Experience using project management and collaboration applications (Monday.com, Asana, Teams, Basecamp) is highly desirable.
• Ability to assess, analyze and troubleshoot complex administrative/operational issues
• Excellent writing, editing, and word processing skills.
• Strong interpersonal, oral and written communication skills.
• Ability to work both independently and as part of a team.
• Ability to maintain a high level of confidentiality.
• Ability to effectively operate computers and software necessary for assigned duties, including Microsoft Office, Salesforce, telephone, fax, printer/scanner/copier equipment
• Currently commissioned Notary Public in the State of Maine is desired; or willingness to become a Notary.

Working Conditions & Physical Demands:

Work is performed in a normal office environment not subject to extremes of noise, temperature, odor, etc. Operates computer, printer, photocopier, and basic office equipment. Work requires extended sitting and repetitive motion in the use of computers, keyboard, and mouse.

MCHT has offices in Topsham, Rockport, MDI and Whiting. The Communications & Philanthropy Department and Director are currently working in Topsham. This position will be based in the Topsham office. Occasional travel to other office locations will be possible.

This is a permanent, non-exempt, full-time position with a generous benefits package including insurance, vacation and sick time, 14 paid holidays and a retirement plan. The annual starting salary range for this role is $47,000 to $52,000 and will depend upon experience.

To Apply: Please send your resume and a cover letter outlining your experience and passion for our mission to search@mcht.org by May 18, 2025. Please use “Communications & Philanthropy Associate” in the subject line.

The above statements are intended to describe the general nature and level of work being performed by people assigned to do this job. The above is not intended to be an exhaustive list of all responsibilities and duties required. The omission of specific statements of duties does not exclude them from the position if the work is similar, related, or a logical assignment to the position.

• External and internal applicants, as well as position incumbents who become disabled as defined under the Americans with Disabilities Act, must be able to perform the essential job functions (as listed) either unaided or with the assistance of a reasonable accommodation to be determined by management on a case-by-case basis.

This job description does not constitute an employment agreement between the employer and employee, and is subject to change by the employer, as the needs of the employer and requirements of the job change.

Maine Coast Heritage Trust is an equal opportunity employer dedicated to creating an inclusive culture where employees from diverse backgrounds can thrive and support our mission. We recruit, hire, train, promote, compensate, and administer all personnel actions without regard to race, color, religion, sex, sex stereotyping, gender, gender identity, gender expression, national origin, age, mental or physical disability, ancestry, medical condition, marital status, military or veteran status, sexual orientation, genetic information, or any other status protected by applicable law.