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Development Assistant/Receptionist

Cary Institute of Ecosystem Studies
PO Box AB 2801 Sharon Turnpike
Millbrook, NY 12545
United States

From $35,530 To $37,305
Per Year    

Job Description

Cary Institute of Ecosystem Studies is an independent nonprofit center for ecosystem research where we investigate the complex interactions that govern the natural world and the impacts of human driven changes (e.g. climate, pollution, land conversion and land use) on these systems and the services they provide. Our findings lead to more effective management and policy actions and increased environmental literacy. Our scientists are global experts in ecology, studying issues like the ecological basis of sustainability, justice and equity in urban landscapes; the source, and ecology, of pandemic and endemic disease, the changing role of forests in natural and human dominated ecosystems and the persistence, and health, of freshwater ecosystems critical to life on Earth.

Cary Institute seeks candidates for the position of Development Assistant/Receptionist. The Assistant will serve as Cary Institute’s brand ambassador, ensuring guests and callers are welcomed and provided appropriate information in a manner that is professional and courteous. This position will work closely with members of the Development and Communications teams in efforts to achieve fundraising and outreach goals.

The Receptionist will possess at least 1 year of relevant experience, with demonstrated ability to manage phones and work within a database. The individual will:

Greet and direct guests; notify staff when visitors arrive;

Manage phone traffic and mail pick up/shipments;

Provide support for administrative staff, chiefly the Development and Communications teams, although assignments will serve other teams. Such support will include, but is not limited to:

Assist with data entry and hygiene using the NeonCRM database;

Create/manage mailing lists;

Create/manage email lists and content for targeted outreach;

Assist callers with event registrations;

Assist with production of print materials and signage;

Scan or copy documents;

Assist with mailings and fulfillment of donor premiums;

Search for accurate contact and biographical information and update the database, and;

Assist with scheduling meetings and communicating upcoming events to our key constituents.

Support the Education and Outreach teams with program registration and other communications with registrants;

Serve as the point of contact for office machine repairs;

Maintain confidentiality of records at all time, and:

Support security efforts.

The successful candidate will have strong interpersonal and oral communication abilities. Proficiency with telephone systems as well as programs such as Microsoft Office (Word, Excel, and Outlook) and internet research tools are required. Prior experience with a customer service database is preferred. The ideal candidate will have a professional demeanor, an eye for detail, and the ability to complete assignments accurately and efficiently in a setting with frequent interruptions. An Associate’s degree or equivalent plus 1 year experience working in an office setting is preferred.

This is a salaried, non-exempt, benefitted, full time position of 35 weekly hours. The salary range is $35,530 to $37,305. The regular schedule is 8:30 a.m.- 4:30 p.m., Mondays – Fridays working at the Institute’s headquarters in Millbrook, NY. This position must be performed onsite. Flexibility to work occasional evenings or weekends preferred.

Candidates must be authorized to work in the U.S.

This position is open until June 4, 2024 or until filled.

The Assistant will report to the Senior Director of Advancement.

To apply, complete our online job application at

Include a cover letter, resume and the names and contact information of three professional references in one document.

The Cary Institute of Ecosystem Studies is an Equal Employment Opportunity (EEO) and Affirmative Action (AA) employer. It is the policy of the Institute to provide equal employment opportunities to all qualified applicants without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, age, familial status, protected veteran or disabled status, genetic information or any other protected class.

Cary Institute of Ecosystem Studies
Patricia Jones
PO Box AB 2801 Sharon Turnpike
Millbrook NY 12545
United States

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