Administrative Coordinator Job Description

About us:

Wild Seed Project is a small, environmental nonprofit based in North Yarmouth, Maine. Through our core programs, we build awareness of the importance of native plants and equip community members with the skills and resources they need to expand wildlife habitat, support biodiversity, and build climate resilience.

Our organization has grown significantly over the past four years, and we’re looking for someone extremely organized who can support our team with the day-to-day administration of our small and busy office. This part-time position provides essential administrative and development support for the WSP team. Reporting to the Executive Director, the Administrative Coordinator will be responsible for a variety of tasks, including assisting with HR and benefits, fundraising, communications, events and financial processes, and general office operations. 

We’re looking for someone who is excited to help us maintain and strengthen our internal processes to meet the needs of our current operations. The Administrative Coordinator is an essential part of the Wild Seed Project team, helping to build clarity and communication and helping to foster a positive work environment.

The Administrative Coordinator is primarily responsible for:

OPERATIONS

  • Financial support: process incoming checks from donations, wholesale accounts, and speaking engagements; coordinate income accounting with Executive Director and bookkeeper; manage and track incoming and outgoing invoices. Coordinate with the Executive Director and bookkeeper on other financial tasks as needed.

  • Operations & office management: process incoming mail; manage filing and record-keeping; purchase office supplies; support technology asset management; maintain records of organizational software accounts, subscriptions, and programs.

DEVELOPMENT

  • Support maintenance of donor database (EveryAction) including gift entry and acknowledgments, and processing monthly membership renewals. Support Executive Director with mailing lists, donor communications and reports. 

  • Maintain development files and support development operations as needed

COMMUNICATIONS AND EVENTS

  • Support social media monitoring and outreach with the Director of Community Engagement

  • Support Community Education, Membership and Volunteer programs in the management of events registration and communication

HR & INSURANCE

  • Coordinate liability insurance renewals and adjustments in collaboration with Executive Director and insurance broker

  • Support administration of health, dental, and vision insurance plans and associated HRA account, and other employee benefits

We’re looking for someone who has:

  • A love of organizing, solving problems, tracking details, and streamlining processes

  • Comfort and familiarity with spreadsheets and Google Drive. Experience with fundraising databases or other CRMs a plus.

  • The ability to work collaboratively, independently, and efficiently while effectively prioritizing a variety of tasks and projects simultaneously

  • Willingness to support colleagues and adapt to a changing landscape, and jump in at all-hands-on-deck moments during our busy seasons

  • Lots of creativity and an excitement about bringing ideas to the table and trying new things

  • A commitment to equity and decolonization, and an understanding of how systems of oppression impact and shape the fields of conservation and environmental education

  • A love of nature and a passion for environmental and climate justice

Work Location

Wild Seed Project’s office is located in North Yarmouth, Maine, approximately 25 minutes north of Portland and our Native Seed Center is located in Cape Elizabeth, Maine, approximately 15 minutes south of Portland. We are currently working via a flexible, hybrid model, with staff splitting time between home and the office/in the field as their role demands. 

Compensation

The Administrative Coordinator position is part-time, 24 hours a week with a salary of $30,000, and a generous benefits package including 12 vacation days, 6 sick/personal days, paid holidays, and 75% employer coverage of medical insurance premiums. Dental and vision insurance are available and paid 100% by employees. 

How to Apply

Please email a cover letter and resume to careers@wildseedproject.net with the subject line: Administrative Coordinator by April 15th, 2025. Anticipated start date: June 1, 2025. Learn more about our hiring process on our website: https://wildseedproject.net/employment.