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Programs Assistant (Part-Time, Hybrid)

Portland, Maine

Contact Details

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Employer's Job Description

Maine Technology Users Group, MTUG, Seeks a Part-Time Programs Assistant 

About the Maine Technology User Group (MTUG): 

MTUG is a nonprofit organization with an educational mission open to the entire Maine community of technology professionals and enthusiasts. Events are supported by generous sponsorships at our annual IT Summit and Tradeshow, webinars, and professional networking meetups throughout the year.

The ideal Programs Assistant will have an interest in technology and be a proponent in the board's mission. They will be resourceful, customer focused, and have strong data and technology management aptitude to support MTUG’s programs.

Key Responsibilities include:

Assistance with Meeting and Event Planning

  • Manage email and event registration databases
  • Assist with sales and speaker recruitment outreach
  • Assist with membership analysis and pricing
  • Communicate (emails, etc.) with Sponsors, Attendees, and Speakers
  • Manage Program/Event files including presentation files, AV needs, speaker info, etc
  • Format / arrange graphics associated with sponsors (banners/ads)
  • Assist with maintaining event webpage, including sponsor graphics, downloadable files
  • Manage event-setup activities and event-day registration (usually Wednesday mornings or evenings, depending on event type)
  • Assist with posting existing videos on video share site
  • May assist with video editing

 Assistance with Data Management and Communications

  • Maintain constituent information
  • Assist with tracking expenses, using Excel (possibly Quickbooks)
  • Periodically review data/lists for updates/inconsistencies
  • Proofread marketing copy
  • Post/manage entries in website content management system
  • Draft marketing emails in part or whole, with articles about events and other activities
  • Post announcements on LinkedIn, Facebook, Twitter, other social media, and online calendars
  • May manage and maintain meeting minutes

Skills Required/Preferred:


  • Fluent with Microsoft Excel or similar spreadsheets, including cross-spreadsheet/lookup formulas, list management, and exporting/importing various data formats. MTUG is willing to train a person with introductory Excel formula/list skills who is eager to learn
  • Fluent with Microsoft Word and Microsoft Office Mail Merging features
  • Able to edit existing HTML; ideally able to create web pages/content with HTML/CSS
  • Comfortable with Google Apps (Docs, Sheets, Forms)
  • Fluent with Microsoft PowerPoint
  • Fluent with keeping in touch and on-schedule in an independent work environment
  • Comfort with working with customers over the phone and in email
  • Excellent writing skills
  • Comfortable with computers and cloud technologies
  • Skilled in setting up LED projector equipment, or willing to learn
  • Good office organization skills
  • Attend in-person meetings and events, mostly in the Portland area (mileage will be reimbursed)

Preferred Skills / Background:

(May train the right person in some tech skills)

  • Excellent written and verbal communication skills
  • Understanding of basic technology such as wireless access, audio/video, video conferencing, and printing
  • Familiarity with Adobe Creative Suite (Photoshop, Illustrator, Acrobat Pro/DC) for skills such as photo editing, vector graphics editing, video editing, or PDF editing
  • Familiarity with QuickBooks and/or accounting principles in nonprofits
  • Skilled in setting up and maintaining small networks
  • Design skills and experience creating appealing graphics
  • Familiarity with advanced web design/maintenance tools such as PHP, Javascript, etc.
  • Marketing skills
  • Customer service skills

 The ideal person will always be ready to:

  • Take notes
  • Ask questions
  • Learn
  • Be responsive
  • Be curious
  • Follow through
  • Manage their own time

This is a hybrid, part-time position with some meetings and day trips to regional cities (mostly Portland). Exact hours may vary week-to-week and may be flexible. The candidate will be provided a computer for use in the office only.

 Approximation of hours:

~10 hrs/wk September through March

~ 20-30 hrs/wk April and May, leading up to our annual conference in May