ORIENT LAND TRUST

Job Description: Administrative Assistant

Job Title: Administrative Assistant

Supervisor: Executive Director

Job Relationships:  Facilities Manager, Visitor Services Manager, Housekeeping Manager, Ranch Manager, IT Manager 

Position Type: Full. This position is a non-exempt, hourly position.

Pay Range: $19 to $21 per hour starting wage based on qualifications and experience.

FLSA Status: Nonexempt 

Benefits include: An employee may be eligible for OLT group health plan coverage the first of the month after 60 days of employment depending on the hours worked and for an initial Paid Time Off benefit when hired and eligibility for additional Paid Time Off (PTO) benefits after 120 days of employment depending on the hours worked.

Housing at OLT: Housing is not provided for this position.

Location(s): OLT Welcome Center Office at the Hot Springs Property

Background:  Orient Land Trust (OLT) is a nonprofit organization pursuing land conservation and open space preservation, as well as providing recreational, scientific, and educational programs to the general public.  OLT owns and manages over 2,200 acres with diverse ecologies and uses. See www.olt.org for more information. 

General

This position supports the Executive Director and OLT Management staff as needed in a variety of ways, including office systems, bookkeeping, information technology, and correspondence. 

Administrative Assistant Duties and Responsibilities include:

• Oversee the smooth operation of the Executive and management offices
• Support Executive Director as required, including:
  • Correspondence
  • Newsletter and email outreach
  • General outreach materials
  • Special events
  • Data and document preservation
• Back up front desk staff
• Assist with database issues 
• In case of staff illness, vacation, or scheduling conflicts, cover front desk shifts
• Answer the phone when the front desk staff is busy with guests

• Develop and update interoffice forms
• Help coordinating support with IT management, the reservation system, and other vendors
• Help with newsletter, website, and social media 
• Complete ad hoc projects as assigned
• Other administrative assistant duties as needed.

Bookkeeping Duties and Responsibilities include:

• Payroll, including overseeing payroll taxes, associated reports, and W2/W3s
• State Business taxes, including sales and lodging taxes
• Track expenses and income within different programs and projects 
• Accounts payable and receivable
• Record expenses as submitted by all departments
• Reconciling deposits for the bank, petty cash for postage and recycling, and draws for the front desk 
• Reconciling all bank account statements
• Preparing financial reports for board meetings, budget planning, and any other purposes 
• Cooperate with an independent auditor to complete the annual audit and to prepare the IRS Form 990 
• Document and update bookkeeper procedures
• Other bookkeeping duties as needed

Required qualifications, skills, and experience

• Proficient in QuickBooks, Office, Google Suite, and other business applications
• Excellent math skills and attention to detail
• Able to prioritize tasks during busy times 
• Good decision-making and problem-solving skills
• Even emotional regulation, temperament, and tact
• Able to work efficiently under pressure and with lots of distractions
• Experience with money handling and sales, including credit card transactions 
• Committed to the goals of OLT and eager to communicate this to others
• Reliability (show up when you say you’re going to show up)
• Flexibility in scheduling (we’re a small team, and it helps to work together)
• Good communication skills (verbal and written)
• Enjoy working with people and appreciate the diversity of human personalities 

Additional Required skills (to be acquired on the job, if not already current, as well as updated as needed)

• First aid and CPR certification
• Knowledge of emergency procedures and educating staff

How to Apply: If you are interested in applying for the position, submit a Letter of Interest and a new OLT Job Application. In the letter of Interest, share what you think is most important and answer the following questions:

• How do you view the Administrative Assistant position?
• Why do you want this position?
• Why do you think you are the best candidate for this position?

Submit to: [email protected], 

Closing Date: July 1 , 2025. For information on Orient Land Trust and our company culture, visit our website at www.olt.org.

Orient Land is an equal opportunity employer, and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, or any other characteristic protected by law.