Administrative Job Description
Lake of Bays Heritage Foundation (LBHF) – “Administrator” – Job Description
This position reports to the volunteer LBHF President and works closely with other volunteer Board members who may chair Committees or serve as Treasurer or Secretary. The position entails an average of 20 hours work per month, although that number will rise in July and August and decline in some winter months. Priorities for time allocation will be set by the President, in discussion with the Administrator.
The skills and experience relevant to this position include prior work as an administrative assistant, good written and spoken communications abilities, experience with a land trust / conservation authority, solid computer skills, and a strong customer service approach to receiving and responding to inquiries.
This position is a part-time contract that may be terminated on 30-days notice by either party. The contractor should bill monthly and will be paid within 7 days. It does not include benefits.
Working with the President, oversee the calling of board meetings, arranging the venue or conference line, catering food if needed, circulation of agenda and attendance. Also, maintain an annual calendar of LBHF Board and member events.
Manage and determine response for inbound questions or requests that come via the LBHF web site e-mail or phone line.
LBHF outgoing mail
Manage the assembly and mailing of two paper mailings per year to LBHF’s list of 700 supporters (annual meeting notice, Fall membership renewal).
LBHF incoming mail
Periodically pick up mail at the Baysville mail box and distribute to the Treasurer or other appropriate Board member.
Make content updates and additions as requested by the President or Chair of Communications, including proactively identifying areas in need of update or regular news additions. Ensure annual payment to the web hosting service. Liaison for larger changes with web site developer.
Social media channels
Work with the Chair of Communications and other volunteers to ensure regular updates and news items are added to the LBHF's Facebook, Twitter and web site channels. Proactively identify linkages with other relevant Twitter feeds and web sites.
Work with the President and Treasurer to ensure large donors receive thank you notes and are included in events to show appreciation. Also assist in ensuring e-mail and paper mail contact information for supporters is complete.
Weaver Bursaries Administration
Maintain contact with the high schools in Huntsville and Bracebridge regarding the annual award of a bursary to one student at each school, collect student names, photos and quotes and assist the Board in preparing a news release and web site updates.
Maintain contact with the Ontario Land Trust Alliance and ensure LBHF is represented accurately on their web site and other records, and that the LHF Board is aware of OLTA activities.
Work with Board members to provide support for events, such as registration of people for hikes/paddles, and ensuring names and contact information are captured for future contact. Annual meeting logistics support will also be required.