Employment Opportunities at Fishtrap

Fishtrap is currently seeking an Office Manager/Administrative Assistant.

Job Description
The Office Manager /Administrative Assistant (OM/AA) is the welcoming face of the organization – the first person to greet people who walk in the door and the first person to answer the phones. This person fields questions and requests, takes messages, and forwards people on to the appropriate staff person as needed.  This person is friendly, organized, knowledgeable, and helpful.

The Office Manager is the lead point person in overseeing the care and well-being of our physical space. We are fortunate to own an historic home that serves as our office and a frequent event and meeting space; we strive to keep it in good shape and make it welcoming, attractive, and functional.   The Office Manager provides oversight for the house maintenance and upkeep, working in conjunction with a volunteer committee of the Board of Directors. The Office Manager also manages access to and security of keys, codes, and passwords.

The Office Manager is responsible for keeping our office operations running smoothly, well stocked with supplies, organized, and neat. The Office Manager delivers, picks up, and distributes the mail and various print jobs. S/he also ensures that grounds-keeping, housekeeping, and any needed house or office equipment maintenance is done. Over the next few years we plan significant house upgrades and the OM would be an integral part of deciding the priorities for those upgrades and overseeing the work.

Administrative Assistant duties include providing support across Fishtrap’s operations. The OM/AA takes the lead in data base management and works extensively with our data base management system, Salesforce, doing all data entry for donor tracking, grant tracking, and event registrations, as well as generating reports for development and event work and other record keeping.

The OM/AA supports the Executive Director in donor development  – assisting with organizing fundraisers and house meetings, coordinating two bulk fundraiser mailings per year, tracking grants and donations, generating thank you letters, grant reports and analytic reports.

This person also provides occasional assistance with program work such as marketing mailings, arranging travel logistics for visiting authors and speakers, and assisting in event registration, check-in tables, and other event logistics.  The Administrative Assistant may also be responsible for arranging off-site meeting logistics (for example, the Fishtrap Advisory Board meeting in Portland or the Yearlong Workshop off-site training weekend).

The Office Manager will perform office duties in an efficient, fiscally responsible manner, with attention to detail and accuracy.  He or she will work closely with all staff and uphold the mission and values of Fishtrap.

As part of a small staff, the OM/AA is a key member of the Fishtrap team and participates fully in staff meetings and strategic planning retreats. The ideal candidate is not only qualified for the specific duties of the job but also has a passion for literature and the contemporary issues and writing of the West.

Reports to: Executive Director

Skills and Qualifications:
•    Enthusiasm for Fishtrap’s mission and values
•    Excellent interpersonal skills: personable -articulate – unflappable
•    Strong computer skills, must be proficient in Microsoft Word & Excel
•   Detail oriented, neat, organized, with an aesthetic eye for creating visual displays and a welcoming environment
•    Experience with database management, event registration, electronic newsletter generation, bulk mail, Internet, social media  (Specific knowledge of Salesforce, Vertical Response, Eventbrite, Facebook and WordPress a plus)
•    Experience and interest in fundraising & development work
•    Ability to juggle multiple tasks and deadlines
•    Experience providing event support, working with groups as large as 200 people
•    Able to relate to a wide variety of people from urban and rural backgrounds
•    Interest in living and working in Wallowa County
•    Proactive about identifying issues, supporting staff, and improving office efficiency
•    Team player. Able to take direction, work collaboratively and independently
•    Financial management experience – petty cash oversight; receiving and processing donations; working with the bookkeeper
•    knowledge of contemporary literature and writers, as well as contemporary issues facing the West a plus
•    Experience with property management a plus
•    Artistic design and photography skills a plus
•    Bachelor’s degree
•    Ability to lift and carry 30 pounds and navigate a flight of stairs
•    Sufficient mobility to run errands and get to local businesses
•    Available to work occasional evenings and weekends
•    Ability to pass background check

The position requires some lifting, carrying and transporting of equipment and supplies, moving tables and chairs, etc. The OM/AA is required to maintain a valid driver’s license and to have access to a dependable vehicle.

Hours, Salary and Benefits:
This is a full time, 40 hours/week, exempt position, with occasional evening and weekend work. The salary is $28,000/year, with benefits, including paid holidays, vacation and sick/personal leave, and health insurance that includes both medical and dental coverage.

Submit a cover letter and a resume with two references to: Ann Powers at jobs@fishtrap.org. Please put “OM/AA Application from [your name]” in the subject line. (Example: OM/AA Application from John Doe) Make your email the cover letter; attach the resume with references in a .docx (MS Word) or pdf (Adobe) format.  We will begin reviewing resumes immediately. Position open until filled.