Operations Assistant Jobs in Kittery, ME (NOW HIRING)

Join Our Team!

Hope on Haven Hill is seeking a detail-oriented, organized, and service-focused Operations Assistant to help ensure the smooth day-to-day operation of our organization. This position plays a vital role in supporting staff, volunteers, clients, and community partners through administrative support, volunteer coordination, reception coverage, and office operations.

If you enjoy keeping things organized, building positive relationships, and contributing to meaningful work that supports your community, we'd love to hear from you.

What You'll Do

As the Operations Assistant, you will provide administrative and operational support across the organization by:

Administrative Support

• Provide general administrative assistance to operations and program staff.

• Prepare, organize, and maintain electronic and paper files.

• Schedule meetings, prepare meeting materials, and record meeting notes as needed.

• Support mail distribution, copying, scanning, filing, and document preparation.

• Assist with special projects and other administrative tasks.

Volunteer Coordination

• Serve as a primary point of contact for volunteers, answering questions and providing information.

• Assist with volunteer recruitment and outreach efforts.

• Coordinate volunteer schedules and maintain volunteer records.

• Communicate volunteer assignments, event details, and organizational updates.

• Support volunteer onboarding by preparing materials, coordinating orientations, and assisting with required documentation.

• Track volunteer hours and participation.

• Work collaboratively with staff to ensure volunteers have the resources they need to be successful.

Reception & Office Support

• Provide backup coverage for the front desk and reception area.

• Welcome visitors, volunteers, vendors, and clients in a professional and friendly manner.

• Answer and direct incoming phone calls.

• Maintain an organized and welcoming reception area.

Data & Records Management

• Enter and update information accurately in organizational databases.

• Maintain confidential records and ensure data integrity.

• Generate routine reports and assist with data collection.

• Support document retention and records management procedures.

Office Operations

• Monitor and troubleshoot office equipment such as phones, printers, copiers, and scanners.

• Coordinate equipment maintenance and vendor service calls.

• Maintain office supply inventory and place orders as approved.

• Help keep conference rooms and common workspaces organized and functional.

Why Join Hope on Haven Hill?

At Hope on Haven Hill, every team member plays an important role in supporting women and families on their path to recovery and wellness. As our Operations Assistant, you'll help create the organized, welcoming environment that allows our staff, volunteers, and programs to make a meaningful impact every day.

Interested in joining our team? We encourage qualified candidates who are passionate about supporting our mission to apply.

Requirements

Qualifications

Required

• High school diploma or equivalent (Associate degree preferred)

• 2-3 years of administrative, office support, or customer service experience

• Strong organizational skills and attention to detail

• Proficiency with Microsoft Office Suite and database systems

• Excellent written and verbal communication skills

• Ability to manage multiple priorities and work independently

• Commitment to confidentiality, professionalism, and outstanding customer service

Preferred

• Experience working in a nonprofit organization

• Experience with database management and data entry

• Experience coordinating office operations and vendor relationships

Work Environment

This position is based in our Rochester, New Hampshire office and involves regular interaction with staff, volunteers, community members, and external partners. The Operations Assistant supports the organization's mission by helping create a welcoming, organized, and efficient workplace.

This role requires:

• Sitting, standing, walking, and frequent use of hands and arms

• Occasional bending, kneeling, crouching, climbing, or balancing

• Occasional lifting of up to 25 pounds

• Close and distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus

Additional Requirements

• Ability to work regular scheduled shifts; additional shifts may be available.

• Successful completion of required background checks and medical screenings, as required by funding sources.

• Driver’s license

• If in recovery, demonstrated personal stability and adherence to Hope on Haven Hill's recovery-related policies.

• Hope on Haven Hill is a tobacco-free and smoke-free workplace.

Benefits

Medical insurance plan - employer paid 100%

Dental insurance plan offered - employee paid

Two weeks vacation and 80 hours sick leave per year

Twelve paid holidays

Two personal days per year

Simple IRA matching plan

Life insurance

Short- and long-term disability insurance

Retention bonus