Administrative Assistant
Provide key administrative, communications, and organizational support to ensure the smooth functioning of Avian Haven.
About Avian Haven
Avian Haven is a 501(c)(3) nonprofit wild bird rehabilitation center located in Freedom, Maine. We specialize in the care of sick, injured, and orphaned birds, treating approximately 3,000 patients per year. As a growing organization, we are committed to wildlife conservation, community engagement, and excellence in rehabilitative care.
Help us with the administrative tasks that help the birds that need care right now!
Position Overview
The Administrative Assistant provides key administrative, communications, and organizational support to ensure the smooth functioning of Avian Haven. This position manages daily administrative tasks, supports fundraising data keeping and management, is responsible for doing the bookkeeping and other financial record-keeping, assists with communications, helps coordinate meetings and events, and acts as reliable administrative support to the Executive Director, as well as staff, volunteers, and board members.
Duties & Responsibilities
Play a vital role in administration and donor relations
Administrative & Financial Support
- Process invoices, disbursements, and bill payments; record expense transactions in QuickBooks Online
- Process receipts and prepare bank deposits; record receipts in QuickBooks
- Prepare and submit biweekly payroll
- Maintain files and organizational records, including licenses, contracts, personnel paperwork, task calendars, and inventory logs
- Manage office supplies and coordinate with vendors and contractors
- Assist with scheduling, preparation, and follow-up for meetings, including board meetings; take minutes
Donor & Communications Support
- Enter, track, and update donor records in Little Green Light
- Generate donor acknowledgment letters and tax receipts promptly
- Develop LGL expertise to pull targeted lists, run data analyses, and keep records current
- Assist with donor communications, fundraising appeals, and outreach
- Support social media and help produce newsletters and campaign materials
- Support the Communications and Development Director as needed
Organizational & Project Support
- Greet and support visitors, volunteers, and interns
- Assist with logistics for special events, volunteer trainings, and organizational activities
- Troubleshoot basic technology issues and liaise with IT vendors
- Assist the Executive Director with policy and procedure documentation
- Collaborate across departments to ensure smooth workflow
- Provide project management support for key initiatives, such as capital campaigns and board projects
- Track deadlines and prepare background materials for the Executive Director and Communications Director
- Maintain confidential staff HR folders and manage new hire onboarding
General Responsibilities
- Maintain professional, timely communication in person and via an assigned Avian Haven email account
- Attend and participate in staff and manager meetings
- Uphold all Avian Haven policies, including social media guidelines
- Perform other duties as assigned to support a positive public image and mission alignment
WHAT WE'RE LOOKING FOR
Required Qualifications
Bachelor’s degree in business administration, nonprofit management, or equivalent experience
2–5 years of administrative or project support experience, preferably in a nonprofit setting
Proficiency with QuickBooks Online, donor management databases (Little Green Light preferred), and Microsoft/Google office tools. Proficiency with AI tools preferred or willingness to learn
Strong written and verbal communication skills
Experience supporting fundraising campaigns, board relations, organizational initiatives
Comfort troubleshooting office equipment and basic tech issues
Excellent organizational skills with attention to detail, accuracy, and timeliness and the ability to handle multiple priorities and stressful situations.
Ability to work independently, handle multiple projects, and collaborate effectively with staff, volunteers, and the public
Desirable Qualifications
Knowledge of wildlife rehabilitation or interest in environmental/conservation issues
Be able to juggle several projects at once while meeting deadlines
Ability to work independently and collaboratively as part of the team
