We're Hiring - Administrative Assistant

Title: Administrative Assistant (Part-Time, 20-25 hours/week) | 3-Year Position

Summary: The Administrative Assistant provides administrative support to Preserve RI’s Executive Director and for the organization’s meetings, preservation programs, events, and initiatives. The ideal candidate is a motivated self-starter who is energized by the opportunity to support a small non-profit organization’s daily and annual activities. The ideal candidate has a BA; strong writing, verbal and organizational skills; at least 3 years’ experience providing administrative support and office management in an office setting; and is excited by the opportunity to work within a small non-profit organization that tackles big preservation challenges every day.

Roles and Responsibilities: The Administrative Assistant reports to the Executive Director. This part-time position supports Preserve RI’s Executive Director and organizational operations including:

• Schedule and Coordinate Meetings: Organize appointments, meetings, etc. for the Executive Director; manage the Executive Director’s and Board calendars, ensuring all necessary materials are prepared and distributed in advance.

• Maintain Filing Systems: Maintain organizational filing systems for physical and digital documents, ensuring records are easily accessible and up-to-date.

• Calendar and List Management: Create and update Board and Board Committee meeting calendars; maintain and update Board and Board Committee lists.

• Data Entry and Database Management: Input and update information in databases and spreadsheets, ensuring accuracy and confidentiality of sensitive information. This includes our donor database (currently using Bloomerang).

• Prepare Reports and Presentations: Assist in creating reports, presentations, and other documents by gathering data, preparing presentations and formatting information to ensure professionalism.

• Handle Administrative Tasks: Perform various administrative duties such as managing office supplies, processing invoices, opening mail, and maintaining budgets to ensure the office runs smoothly.

• Manage Office Communications: Serve as the primary point of contact for internal and external communications, including answering phone calls, responding to emails, and greeting visitors to maintain a professional atmosphere. 

Salary/Compensation: $25,000-$30,000. In addition to salary, Preserve RI offers paid holiday, vacation, sick, and personal days. This position is not eligible for health benefits. Please note that this grant-funded position is only guaranteed for a three-year period.

Required Qualifications:

• BA in business, history, historic preservation or related field

• 3-5 years’ work experience as an Administrative Assistant, Office Manager and/or in a similar role

• Competence with Microsoft 365 programs, Adobe Acrobat and office equipment

• Ability to prioritize tasks and manage time efficiently to handle multiple responsibilities

• Strong, proven writing, research, and verbal communication skills

• Ability to work independently and to plan, execute, and manage multiple concurrent projects with general oversight and guidance

• Attention to detail

• High degree of initiative; maturity of judgment

• Confidentiality

• Excellent people skills; ability to work as part of a team

• Excellent organizational and time management skills

• Positive, up-beat, can-do attitude that embraces new challenges and thrives in a workplace in which no two days are the same

• Must have valid driver’s license

Preferred Qualifications:

• Experience working with membership-based, small nonprofit organizations

• Passion for and knowledge of Rhode Island’s historic resources.

To apply, please send a copy of your resume and a cover letter (addressed to Sheryl Hack, Executive Director) to jobs@preserveri.org. Applications will be reviewed on a rolling basis, with priority given to those submitted prior to April 27th, 2026.