Administrative Assistant: a flexible, part-time position
Friends of Casco Bay is hiring a part-time Administrative Assistant to join our team. The Assistant carries out administrative work, including managing emails and phone calls, keeping organizational records and calendars up to date, doing data entry, helping with mailings, running errands, and providing support for in-person and online events.
This position starts at 20 hours per week and may increase to 40 hours per week over time. The Assistant reports to the Executive Director.
About Friends of Casco Bay
Friends of Casco Bay works to improve and protect the health of Casco Bay, an Estuary of National Significance located in the Gulf of Maine. We collect scientific and observational data about the health of our waters. Based on these data and community input, we advocate for policies and actions that reduce pollution and make Casco Bay and its watershed more resilient to the impacts of climate change. We are home to the Casco BAYKEEPER®, our lead advocate who acts as the eyes, ears, and voice of Casco Bay. We are one of the seven founding members of WATERKEEPER® Alliance, a network of more than 300 independent organizations working to protect waters around the world. You can read more about us and our work on our website.
We are known as an exceptional place to work. We have eight full-time employees, two part-time, and one seasonal staffer. We balance our ability to leverage collaborative efforts, funds, and volunteers, with the capacity and capabilities of staff — a talented team, each dedicated to our mission. We are committed to creating a culture and practices that integrate diversity, equity, and inclusion into our work.
The Administrative Assistant’s core work is to:
Support staff in the office by receiving visitors and guests, answering phone calls, and maintaining the shared areas and equipment.
Support program staff with administrative tasks, including shipment and processing of water samples, assisting with meetings and events, and data entry.
Maintain our communications, development, and event materials. Keep them organized and ready to use for events, mailings, and other uses.
Track office supplies: keep lists of supplies and stationery needed, submit orders for review, place and receive orders, unpack and store appropriately
Provide support for our core organizational events, such as our Members Annual Meeting and house parties. This includes helping with logistics, preparing materials and supplies, and helping out during the events.
Helping with mailings, collating information packets, data entry, and other administrative duties.
Assisting staff with the logistics of their physical workspace by troubleshooting issues and being our liaison with our external IT team as needed.
Ensuring printers and copiers are stocked and well-maintained. This includes troubleshooting and working with IT vendors and contacting other outside contractors when maintenance and repair issues arise.
Qualified candidates must:
- Be well organized.
- Be detail-oriented
- Be comfortable working with diverse populations.
- Be comfortable answering the phone and welcoming guests.
- Be proficient in the use of computers and cell phones and willing to research and troubleshoot simple tech issues.
- Be competent in record-keeping.
- Be able to work independently and within a team environment.
- Be able to juggle several projects at once while meeting deadlines.
- Be willing to sometimes work outside of normal business hours as some of our public events happen in the evenings and on weekends (scheduling of these events occurs several months in advance of the event).
- Know when to ask for assistance and be willing to learn on the job.
Qualified candidates mightalso demonstrate:
- Proficiency in online organizational and communications tools, including professional use of email, word processing, and social media. Friends of Casco Bay uses Google Workspace, Slack, Asana, Microsoft products, Zoom, Adobe Design products, and Blackbaud products, and will train the right candidate to use these tools.
- Willingness to learn new skills.
- Ability to lift at least 25 pounds.
- Dedication to our mission.
The hiring process will include the following steps:
A rolling application period. Candidates will be assessed as we receive their applications. Please note the application requirements below.
Application review: Friends of Casco Bay staff will review applications based on the criteria above and invite qualified applicants to an initial interview.
First interviews: Select applicants will be invited to a phone or Zoom interview. Candidates are welcome to ask questions during the interview.
Second interviews: A subset of applicants will be invited to a second interview, which may be in person or may be on Zoom. This interview may happen in two stages. Candidates are encouraged to continue asking questions. Reference check: We will check experience, character, and qualifications.
Final selection: We may reach out for a final discussion with our top candidates or make a selection at this time.
Salary and Benefits
The Administrative Assistant will earn $25-$27 an hour, commensurate with experience. Ideally, the Assistant’s 20-hour workweek would be spread over the course of 4 days. As a part-time staffer, the Assistant will earn vacation and sick time at a prorated rate relative to full-time staff: working 20 hours a week, part-time staff will accrue five vacation days and five sick days a year and will be paid 4 hours per holiday. Part-time staff are eligible to join our retirement plan after 1,000 hours of service in a one-year period.
Friends of Casco Bay is an equal employment opportunity employer committed to a racially just, equitable, and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, national origin, gender identity, age, religion, disability, sexual orientation, or marital status. Candidates from historically marginalized communities who are on the front lines of harm caused by environmental injustice are encouraged to apply. We encourage all staff to take advantage of professional development opportunities.
Location
Friends of Casco Bay is located in Portland, Maine. By its nature, this position requires showing up in person and working with staff and volunteers in our office. The Portland area offers a vibrant cultural scene and easy access to the state’s many recreational opportunities.
Start date
As soon as possible upon job offer.
To apply
Applications must send a cover letter, resume, and three references via email to willeveritt@cascobay.org, using the subject line: Administrative Assistant Applicant. The cover letter should clearly state why you are interested in the position and what qualities, experiences, and skills you would bring to the position. Applications will be considered on a rolling basis with priority given to applications received by May 8, 2026. No phone calls, please.
