Valley Insight Administrative Assistant

Our small, Upper Valley-based community meditation organization seeks a person with administrative experience to serve as our administrative assistant. This is a new position. The individual hired will work remotely, but will occasionally need to attend in-person meetings in the Upper Valley (generally Hanover, Norwich, or Lebanon).

We are seeking an individual with a strong sense of ethical integrity, a meditation practice and familiarity with meditation groups — or an interest in these areas. Candidates should have prior office experience, with strong communication and organizational skills, and comfort with technology in general, especially Google Office suite. You’ll need a reliable computer with malware and virus detection software that is kept up to date. 

This is a part-time employee position that offers a flexible schedule and an hourly rate of  $20 – $25 depending on experience. Our administrative needs vary throughout the year with an estimated average of 6 hours per week. The position offers a guaranteed minimum of 15 hours per month with probable growth over time.

Responsibilities include:

• communicate with members
• carry out general office duties
• assist with advertising and other PR
• maintain email lists and membership database
• help with annual fundraising appeal
• make regular, minor updates to website
• organize logistics for events
• deposit checks and distribute letters that are sent to Valley Insight’s box at the Lebanon Post Office
• perform other duties as assigned.

The administrative assistant will work with several people, depending on the duties performed and report to the president of the Board.

For more information, or to apply, email Michael Stoner, board president.

Specific Tasks Include

1. Email

• Manage email lists: update sit lists as teachers add/delete people from their individual mailing lists; merge & purge Committed List (list of our most committed members) from teacher sit lists, newsletter list
• Create and mail semi-regular updates and alerts to Committed List (of our most committed members)
• Compile and mail bi-weekly event updates to Committed List
• Mail regular reminders about Valley Insight events to Upper Valley listservs

2. Annual Appeal

• In August, update Committed List
• Work with president and treasurer to coordinate production of Appeal Letter: arrange for letter, envelopes, and return envelopes to be printed/folded at Gnomon Copy; Arrange for Appeal letters to be mailed
• Work with newsletter writer to plan and produce email campaign; write emails as required; check and test emails; troubleshoot as required
• Work with volunteers to coordinate sending out “Thank You” notes to large donors
• Work with Treasurer to send out year end donation confirmation letters

3. Valley Insight Technology

• Manage Valley Insight tech subscriptions: MailChimp; SiteGround; WordPress; Google subscriptions and emails; and others as appropriate
• Make sure everything is up to date and paid
• Maintain up-to-date records of usernames and passwords
• Maintain Valley Insight computer/iPad/other devices as required

4. Website

• Make regular, minor updates to website (add and delete events, update other content as appropriate)
• Manage web contractor and irregular website updates (add/delete teachers; upgrade PayPal or other website features; add/delete website sections)
• Troubleshoot problems with website

5. Support Events and Weekly Sits

• Audio-visual: determine what AV is required for events; secure needed devices; arrange for setup and operations
• Recruit and train AV operators
• Venues: correspond with venue contact person regarding availability, charges, and rules. Facilitate payment; communicate venue rules and expectations to Valley Insight organizer(s)
• Assist with advertising
• Work with volunteers to carry out events
• Write a final report after each event with evaluations of what worked and what needs improvement
• Assist teachers with email communications

6. Database management

• Update the database with any additions or changes of address

7. Mailing and USPS Management

• Check the Valley Insight PO Box at the Lebanon Post Office
• When checks come in, fill out the deposit sheet and the details of the deposit. Deposit the checks into our Mascoma checking account. Email the details of the deposit to the Treasurer. Save the deposit details either electronically or on paper
• Deal with the other items in the box (bills, letters, etc.) as needed
• Pay annual rent on USPS boxes in Lebanon and White River Junction

8. Other tasks as assigned