Administrative Assistant

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Mass Audubon

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Lincoln, MA, United States

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30+ days ago

Location: Lincoln, MA

Sanctuary: Lincoln Headquarters

About Mass Audubon

Mass Audubon is the largest nature-based conservation organization in New England. Founded in 1896 by two women who fought for the protection of birds, Mass Audubon carries on their legacy by focusing on the greatest challenges facing the environment today: the loss of biodiversity, inequitable access to nature, and climate change. With the help of our 140,000 members and supporters, we protect wildlife, conserve and restore resilient land, advocate for impactful environmental policies, offer nationally recognized education programs for adults and children, and provide endless opportunities to experience the outdoors at our wildlife sanctuaries. Explore, find inspiration, and take action at

About This Position

The Development Department’s mission is to help inform, inspire and engage our members, donors about the work and impact of Mass Audubon. Within this context, the Administrative Assistant II performs work in relation to our higher-level donors, as well as doing overall database updates as needed on all constituents. There is a wide variety of detailed administrative tasks that require accuracy and sound judgment. Many tasks are complex or confidential in nature. This is an in-office, in-person position. This position also has occasion to also interact with Mass Audubon staff at all levels as well as the donors or members (via phone or email as responding to questions).

Duties & Responsibilities

Administrative Responsibilities:

Note: Letter production duties includes using MS Word and Excel for mail merges, list management, and proofing. Our database is a product made by ROI Solutions.

  • Code gifts (high dollar and Tributes) by using the Gift Form. These gifts arrive in the Development Department in the form of checks (or electronic deposit notification). Accuracy is essential.
  • In ROI, manage the Pending Queue for Sustainer and specific web gift types that held. This involves determining if membership benefits should be assigned. Other Sustainer duties include update credit card numbers in the web system (Convio/Luminate) and sending year-end statements.
  • Manage the production of Leadership Friend level correspondence including acknowledgement letters, the weekly production of LF Membership packets (for new or renewing members), pledge reminders, and letter production for the quarterly renewal mailings (as directed by the Director of Leadership Giving)
  • Manage the production of Tributes acknowledgment. This includes donor letters as well as the notification recipient (next of kin or honoree) letters.
  • Update the ROI database based upon field staff requests (new accounts, updates to existing accounts.) Also add Comments so that the reasoning for name or contact information changes is understood or any other clarifying information that is learned about the account.
  • Serve as backup for other acknowledgment production processes.
  • Ensure data integrity and provide support for the effective and efficient use of ROI as key resource tool for the department staff and field staff.
  • Proof donor acknowledgement, proposals and other critical documents for clarity of content and clerical accuracy.


  • Provide back-up administrative support for the Office Manager as the workload demands.
  • Assume other responsibilities as requested.


At Mass Audubon, our highest priority is finding the best candidate for the job. Research has shown that people of color and women are less likely to apply for jobs if they don't believe they meet every one of the qualifications described in a job description. We encourage you to apply, even if you don't believe you meet every one of our described qualifications or you have a less traditional background. We are looking for applicants with the following qualifications:

Must Have’s:

  • Bachelor’s degree and minimum of five years’ related experience.
  • Outstanding writing and editing skills and strong competency with Microsoft Word, Excel, and Outlook software.
  • Strong organizational and coordinating skills.
  • Ability to work cooperatively and independently and exercise independent judgment on a variety of work-related needs.
  • Willingness to work a flexible schedule.
  • Ability to relate to a diverse range of people and exercise cultural competence and inclusion.
  • Valid driver’s license and ability to travel within Massachusetts.

Compensation & Benefits

This position’s base salary range is $21.25 - $23.65 per hour; actual salary will reflect level of experience and qualifications relative to position requirements.

Benefits and Perks:
Benefits eligible staff at Mass Audubon may elect to enroll in medical, dental, and vision plans. Mass Audubon also offers disability and life insurance plans, a retirement plan through MetLife, and Flexible Spending Account options. Mass Audubon employment also includes access to an Employee Assistance Program (EAP) and the Reciprocity Agreement through the Consortium of Non-Profit Arts/Cultural/Environmental Organizations of New England. Mass Audubon employees also enjoy 12.5 paid holidays (holidays may shift annually due to where days fall within calendar).

Additional Information

Work Schedule:

This position is 40 hours per week, Monday through Friday

Other Requirements:

Employees must successfully complete a CORI and SORI Background Check and a Motor Vehicle Record (if applicable) is required.

COVID-19 Considerations

Mass Audubon requires that all staff, regardless of their work location, disclose their vaccination status. Proof of vaccination status will be required immediately upon hire.

Mass Audubon's Commitment To Diversity, Equity, Inclusion, & Justice

Mass Audubon's mission is to "protect the nature of Massachusetts for people and for wildlife" by building a strong coalition of employees, volunteers, and community members. We recognize that the environmental movement and field of conservation have been affected by societal systems that have limited opportunity and access for many people. As a result, Mass Audubon is committed to creating an inclusive environment for all employees and applicants. We are engaged in an ongoing process of organizational assessment and change, designed to remove barriers and create a workplace where all forms of diversity are recognized and valued.

Equal Employment Opportunity Statement

Mass Audubon is an equal opportunity employer. We celebrate diversity and are committed to creating an inclusive environment for all employees and applicants. Mass Audubon prohibits discrimination and harassment of any type without regard to race, color, religion, age, sex, national origin, disability status, genetics, protected veteran status, sexual orientation, gender identity or expression, or any other characteristic protected by federal, state or local laws. This policy applies to all terms and conditions of employment, including recruiting, hiring, placement, promotion, termination, layoff, recall, transfer, leaves of absence, compensation and training.

How To Apply

Please send resume and cover letter to:

Wendy Barrett, Development Systems Manager

Job# 3710