Office Administrator

CAS-RTPEC is currently seeking an Office Administrator. This individual is the first face of contact and represents the collaborative culture of CAS-RTPEC. This position reports directly to the Director. 

The Office Administrator plays a vital role in ensuring the smooth daily operations of CAS-RTPEC, with a strong emphasis on providing high-level administrative and logistical support to the Director. This role serves as the organizational hub, responsible for coordinating internal workflows, maintaining efficient systems, and supporting the Director and team with communications and special projects. The ideal candidate will be proactive, dependable, highly organized, and able to handle confidential information with discretion and professionalism.

Position Location:  Roger Tory Peterson Estuary Center, Old Lyme, CT

Key Responsibilities

Director Support 

• Provide direct administrative support to the RTPEC Director, including assistance in preparing documents, reports, presentations, and board materials on behalf of the Director.
• Serve as a liaison between the RTPEC Director and internal/external stakeholders, ensuring follow-through on delegated tasks and commitments.
• Support the RTPEC Director with strategic scheduling, project planning, admin, expense tracking, and event preparation.

General Administrative Duties

• Serve as the first point of contact for general office inquiries—via phone, email, or in person.
• Maintain organized filing systems (both digital and physical) for office documents, board records, and organizational archives.
• Schedule meetings, prepare agendas, take meeting minutes, and distribute follow-up materials as needed.
• Perform administrative functions for the office, education programs, and events. Maintain vendor records, reconcile statements, coordinate event lists, mailings, etc. 

Office Operations & Financial Support

• Maintain office supplies and inventory, managing purchases within budget guidelines.
• Oversee incoming and outgoing mail, deliveries, and document handling.
• Interface with building management and office vendors for facility-related needs.
• Assist with basic bookkeeping and financial data entry, including tracking invoices, receipts, and reimbursements.
• Update and maintain donor and client databases with accuracy and confidentiality.

Event & Program Logistics

• Support planning and execution of events, programs, lectures, and board meetings, handling logistics, RSVPs, materials, and coordination.
• Assist with community engagement tasks such as outreach communications, program registrations, and follow-up documentation.

Computer & Technical Skills Expectations:

• Strong proficiency with Microsoft Office Suite (Word, Excel, Outlook, PowerPoint) or Google Workspace (Docs, Sheets, Gmail, Calendar).
• Comfort using cloud-based file storage platforms (Google Drive, Dropbox, OneDrive).
• Ability to learn and navigate nonprofit CRM (such as RaisersEdge).
• Familiarity with social media, website editing, and digital communication.

The Connecticut Audubon Society is an equal opportunity employer. All candidates will receive consideration without regard to their race, color, sex, origin, disability, or protected veteran status.