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We are hiring: part-time Administrative Assistant

Administrative Assistant: a flexible, part-time position

Friends of Casco Bay is hiring a part-time Administrative Assistant to join our team. The Administrative Assistant is a key support position for our organization. The Administrative Assistant ensures that our office is well-organized and supplied and assists our staff in administrative tasks, mailings, and events. This position is 20 hours per week and reports to the Executive Director. 

About Friends of Casco Bay

Friends of Casco Bay works to improve and protect the health of Casco Bay, an Estuary of National Significance located in the Gulf of Maine. We collect scientific and observational data about the health of our waters. Based on analysis of the data and community input, we advocate for policies and actions that will reduce pollution and make Casco Bay and its watershed more resilient to the impacts of climate change. We are home to the Casco BAYKEEPER®, our lead advocate who acts as the eyes, ears, and voice of Casco Bay. We are one of the seven founding members of WATERKEEPER® Alliance, a network that includes more than 300 independent organizations working to protect waters around the world. You can read more about us and our work on our website.

We are known as an exceptional place to work. We have nine full-time employees and one seasonal staffer. We balance our ability to leverage collaborative efforts, funds, and volunteers, with the capacity and capabilities of staff — a talented team, each dedicated to our mission. We are committed to creating a culture and practices that integrate diversity, equity, and inclusion into our work.

The Administrative Assistant’s core work is to:

  • Track office supplies: keep lists of supplies and stationary needed, submit orders for review, place and receive orders, unpack and store appropriately
  • Provide support for our core organizational events, including our Members Annual Meeting, Film Fest for Casco Bay, and house parties. This includes preparing materials and supplies prior to events and helping out during them.
  • Support other staff in the office by receiving visitors and guests, answering phone calls, and preparing meeting areas for upcoming sessions
  • Helping with mailings, collating information packets, data entry, and other administrative duties
  • Assisting staff with the logistics of their workspace and troubleshooting tech issues.
  • Ensuring printers and copiers are stocked and are well-maintained. This includes troubleshooting and working with IT vendors and contacting other outside contractors when maintenance and repair issues arise
  • Maintaining files and logs concerning licenses, expiration dates, computer and other asset identifications and inventory. This includes rotating backups for the server.
  • Filing and storage of publication materials
  • Periodic program support, as necessary

Qualified candidates must 

  • Be well organized
  • Be comfortable working with diverse populations
  • Be comfortable answering the phone and welcoming guests 
  • Have competent knowledge of how to use a computer and cell phone and is willing to troubleshoot simple tech issues
  • Be competent in record-keeping
  • Be able to work independently and within a team environment
  • Be able to juggle several projects at once while meeting deadlines
  • Have the ability to and willingness to sometimes work outside of normal business hours as some of our public events happen in the evenings and on weekends (scheduling of these events occurs several months in advance of event)
  • Know when to ask for assistance and be willing to learn on the job

Qualified candidates might also demonstrate:

  • Proficiency in online organizational and communications tools, including professional use of email, word processing, and social media. Friends of Casco Bay uses Google Workspace, Slack, Microsoft products, Zoom, Adobe Design products, and Blackbaud products and will train the right candidate in use of these tools. 
  • Willingness to learn new skills
  • Ability to lift at least 30 pounds
  • Dedication to our mission

The hiring process will include the following steps:

  1. A rolling application period. Candidates will be assessed as we receive their applications. Please note the application requirements below.
  2. Application review: Friends of Casco Bay staff will review applications based on the criteria above and invite qualified applicants for an initial interview.
  3. First interviews: Select applicants will be invited to a phone or zoom interview with two members of our team. Candidates are welcome to ask questions during the interview.
  4. Second interviews: A subset of applicants will be invited to a second interview, which may be in person or may be on zoom. This interview will happen in two stages. The first stage will be with two members of the team. The second stage will be with our entire team. Candidates are encouraged to continue asking questions. We will ask candidates to bring contact information for three references to the second interview.
  5. Reference check: We will check experience, character, and qualifications.
  6. Final selection: We may reach out for a final discussion with our top candidates or make a selection at this time.

The Administrative Assistant will earn $20-$25 an hour, commensurate with experience. We will work with the right candidate to make the 20 hours a week work for them and for us. As a part-time employee, the Administrative Assistant will accrue one hour of earned paid leave for every 40 hours worked; these may be used for any reason such as emergency, illness, planned vacation, etc.


Friends of Casco Bay is an equal employment opportunity employer committed to a racially just, equitable, and inclusive workplace. All qualified applicants will receive consideration for employment without regard to race, national origin, gender identity, age, religion, disability, sexual orientation, veteran status, or marital status. Candidates from historically marginalized communities who are on the front lines of harm caused by environmental injustice are encouraged to apply. We encourage all staff to take advantage of professional development opportunities. There is room for advancement and leadership opportunities. 

Location and public health expectations
Friends of Casco Bay is located in Portland, Maine. By its nature, this position requires showing up in person and working with staff and volunteers in our office. The Portland area offers a vibrant cultural scene and easy access to the state’s many recreational opportunities. 100% of our staff are vaccinated against COVID-19 and we expect our newest employee to be too. 

Start date
As soon as possible upon job offer.

To apply:

Applications must send a cover letter, resume, and three references via email to searchcommittee [at] cascobay [dot] org. The cover letter should clearly state why you are interested in the position and what qualities, experiences, and skills you would bring to the position. Applications will be considered on a rolling basis with priority given to applications received by June 15, 2024. No phone calls, please.

We are home to the Casco Baykeeper

Baykeeping is our mission put into practice: acting to improve and protect the environmental health of Casco Bay. Our Baykeeping Program exists to advocate for solutions to environmental challenges facing the Bay.

About Casco Bay

Casco Bay encompasses 14 coastal communities, including two of Maine’s largest cities, Portland and South Portland, and two of Maine’s newest towns, Long Island and Chebeague Island. Casco Bay is both a working waterfront—a port of call for cruise ships, oil tankers, and container ships—and a scenic postcard of historic forts, stalwart lighthouses, secluded anchorages, and many islands.

30 Years of Friends of Casco Bay

This timeline highlights our biggest victories as well as some of the most significant moments of Friends of Casco Bay’s history over the past three decades.