Based in Gloucester, Massachusetts, this position is shared between two non-profit organizations, the North American Marine Alliance (NAMA) and the National Family Farm Coalition (NFFC), in a shared leadership model.

We are looking for someone who is committed to a just and equitable food system, gets joy out of keeping others organized, has a keen attention to detail, is trustworthy, has a good grasp of technology, and can be part of a team even if that team is spread across the country.

The Executive and Administrative Assistant will work closely with our Executive Director and Operations Director to ensure they are organized, tasks are completed, and the boards for the two organizations – spread across the country – have the tools and support necessary to perform their duties effectively and efficiently. 

The Assistant will report to the Executive Director on the executive assistant duties and the Operations Director on finance and operations duties. This position is based in our office located in downtown Gloucester, MA. 

Key Responsibilities and Primary Duties

Executive – 60%

• Support the director when needed in making travel arrangements, scheduling, expense reporting, and other administrative duties 
• Ensure a paper-less organization by maintaining board documents and materials in their appropriate google folders for each organization
• Support the director for board content development as needed
• Direct support for the NAMA board:
  • Scheduling committee meetings, taking notes, and drafting minutes
  • Providing scheduling and logistics support for board meetings creating and maintaining a quality digital filing and communications systems for the two boards
  • Serving as the primary liaison to Board members on routine communications, scheduling, and logistics
  • Assembling and organizing all printed and digital documents for the board meetings
  • Maintaining updated board records, including board rosters (with contact info, term dates, attendance, and core competencies), committee lists, and prospective candidates
  • Supporting Board members from first official days through exit: work with director to coordinate orientation and onboarding; ensure bios are posted and maintained on our websites
• Assisting the Executive Director with Managing the CRM System
• Assist the Executive Director with general office functions, including the maintenance of a central filing system within Google Suites and resource library
• Copy and prepare materials for meetings and programs
• Support complex cross-organization programmatic and/or board gatherings, including finding sites/hotels, managing logistics, caterers, etc. for in person gatherings

• Making travel arrangements and pitching in on logistics needs

• Other projects as assigned by the Director

Operations, Finance, and Administrative – 40%

• Ensuring all expense forms are ready for the Operations Director by the monthly deadlines by:
  • Making sure receipts match
  • Everything is on the spreadsheet and in order 
  • Do this both with out of pocket and credit card expenses
• Prepare documents and assist with annual Financial Review, tax forms, and Annual Reports
• Order general office supplies; set up accounts for related purchases
• File necessary documents for newly hired employees
• Receiving, scanning, and uploading mail

Required Qualifications:

• Commitment to racial equity, social justice, economic justice, environmental sustainability, and movement building
• Talented, creative, and passionate about managing the needs of the shared-leadership between NAMA and NFFC and committed to NAMA and NFFC mission, values, and goals
• Minimum 5 years experience working in non-profit setting with at least one year experience in a similar position 
• Excellent interpersonal, organization, and team-building skills
• Ability to work effectively and collaboratively in support of building a team-based, problem-solving work culture; performing all duties appropriately for a multicultural environment; and, treating all persons with dignity and respect
• Attention to details on multiple projects often simultaneously and careful proofing of own work and that of others 
• Ability to write and present information in a clear, professional and concise manner
• Excellent communication and proofreading skills
• Ability to work independently in a remote/virtual work environment often with minimal in-person interaction with other team members
• Proven ability to learn quickly, and see tasks through to completion in a busy environment with frequent interruptions
• Excellent conceptualization and problem-solving skills 
• Ability to work well within a multicultural team environment with high standards, integrity, and a sense of humor
• Demonstrated technological proficiency, aptitude, and agility in the use of web-based applications and various shared workplace tools as well as the ability to identify and master new digital tools
• Highly proficient in Google Suites
• Highly proficient at using Microsoft Office applications such as Word, Excel, and PowerPoint

OUR COMMITMENT TO RACIAL EQUITY AND DIVERSITY IN OUR ORGANIZATIONS

We are two national organizations who have made an explicit commitment to ensuring equity across our food system and society as a whole. We are engaged in national and global movement building to support the food providers – fishermen, farmers, ranchers, and workers – who lead our work. They range from rural to urban, and although primarily white, also include Black, Indigenous, Latinx, and immigrants from around the world. Food providing businesses are perceived as mostly male-dominated operations, however, women fish and farm. Trans people fish and farm. Nonbinary people fish and farm. Lesbian, gay, queer, and bisexual people fish and farm. We cannot bring in the voices of the marginalized on the water and land without considering gender. It’s important to us that our team reflects the diversity needed to lead a movement of people from across the planet working for an equitable and sustainable food system. We believe we can only succeed by building a diverse team full of fresh perspectives and original ideas, and we are committed to creating a working environment in which everyone has an equal opportunity to fulfill their potential.

Our team includes native and non-native English speakers, the self-taught and university educated, people with all sorts of professional backgrounds. If doing the job you just read about would make you excited to come to work, if you’re talented, hard-working and committed to making a difference – we want you to apply.

We do not discriminate on the basis of race, age, ancestry, citizenship, color, disability, ethnicity, family or marital status, gender identity or expression, national origin, political affiliation, religion, sex, sexual orientation, or any other characteristic protected by law. 

If you have suggestions for us on how to put these values into practice in our hiring process, we’d value your input. 

We’ll provide reasonable accommodations for qualified applicants with disabilities to participate in the application process, so please let us know if you have such a request when you apply.

LOCATION: 

Our office in Gloucester, Massachusetts. 

SALARY and BENEFITS:

NAMA is an at-will and equal opportunity employer. The Executive and Operations Assistant is a full-time, non-exempt position. 

The salary range for this position is $55,000 – $63,000. Generous time off and flexible working hours. We provide health, dental, and vision insurance through the Center for Nonprofit Advancement unless the employee is self-insured, in which case we reimburse staff for those premium costs. We offer Simple IRA with 3% employer match, generous holiday, sick leave, and personal time leave. Salary is commensurate with experience and location. 

APPLICATION PROCESS

To apply, please send a cover letter, resume, and three references to jobs@namanet.org . Ideal start day is November 15, 2024 or sooner. However we are okay with keeping the position open till we find the right person.