Job Title Executive Assistant & Trustee Liaison Job ID 47675 Location Pennsylvania Full/Part Time Full-Time Favorite Job Regular/Temporary Regular OFFICE LOCATION
Conshohocken, Pennsylvania, USA
A LITTLE ABOUT US
Founded in 1951, the Nature Conservancy is a global conservation organization dedicated to conserving the lands and waters on which all life depends. Guided by science, we create innovative, on-the-ground solutions to our world's toughest challenges so that nature and people can thrive together. We are tackling climate change, conserving lands, waters and oceans at unprecedented scale, providing food and water sustainably and helping make cities more sustainable. One of our core values is our commitment to diversity. Therefore, we strive for a globally diverse and culturally competent workforce. Working in 72 countries, including all 50 United States, we use a collaborative approach that engages local communities, governments, the private sector, and other partners. To learn more, visit www.nature.org or follow @nature_press on Twitter.
The Nature Conservancy offers competitive compensation, 401k or savings-plan matching for eligible employees, excellent benefits, flexible work policies and a collaborative work environment. We also provide professional development opportunities and promote from within. As a result, you will find a culture that supports and inspires conservation achievement and personal development, both within the workplace and beyond.
YOUR POSITION WITH TNC
Become a force for nature and a healthy planet by joining the Pennsylvania Chapter. The Executive Assistant & Trustee Liaison will be an integral part of the Pennsylvania Chapter team, providing direct administrative and project support to the Executive Director and managing the chapter trustee program.
The Executive Assistant & Trustee Liaison performs a variety of high-level administrative tasks, which include reporting and tracking information for Executive Director, planning travel arrangements and meeting logistics, and scheduling. Serves as the board liaison with the Chapter’s dynamic and influential trustees and plans and coordinates all board meetings and related activities. Completes independent special projects as requested. Includes frequent interaction with all staff within the Chapter; as well as trustees, donors, legislators and public officials, leaders of partner organizations, vendors, and business relations. Makes interpretations and recommendations as appropriate. Utilizes strong writing skills to develop and/or edit reports and communications from the Executive Director and the Chapter. Duties are highly confidential and require comprehensive knowledge of TNC’s policies, procedures and operations. Responsibilities require discretion, judgment, tact and poise. Incumbent has considerable latitude and flexibility in carrying out assigned tasks.
SPECIFIC JOB DUTIES INCLUDE
- Plans and coordinates all board meetings and associated field trips. Prepares board packet and distributes electronically and by hard copy. Attends all board meetings to take notes, identify and oversee all follow-up items and distribute meeting minutes.
- Serves as Trustee Liaison between Board and both Chapter and Worldwide Office staff. Works with Executive Director to build strong trustee relationships by being responsive to their needs and requests.
- Supports Board Committee teams by scheduling meetings, preparing materials, attending committee meetings, taking notes, coordinating follow-up tasks, and distributing meeting notes.
- Proactively manages Executive Director’s workload and information flow. Maintains and prioritizes Director’s calendar, schedules appointments, arranges meetings and logistics, maintains files and records, tracks and reports information and troubleshoots issues.
- Optimizes travel arrangements and coordinates activities with partners and donors as appropriate. Prepares and assembles materials prior to meetings and briefs Executive Director on meeting outcomes and participants.
- Interfaces by telephone and email with key stakeholders on behalf of Executive Director.
- Manages Executive Director’s administrative paperwork by completing expense reimbursements and other paperwork and correspondence as needed. Reviews correspondence, memoranda, routine reports, and other documents for Executive Director’s signature.
- Recommends activities for the Executive Director to maintain positive presence and involvement with all internal and external audiences. May include field trips, event attendance, and social media posts.
- Supports Director of Development and members of the Executive Team with various activities related to the chapter trustee program.
- Supports Development Operations by processing all checks, assisting with mailings and being the first point of contact for all donor inquiries.
- Overall office management including working within a budget, purchasing, processing invoices, contracting with vendors, and assisting with budget tracking.
RESPONSIBILITIES AND SCOPE
- Act independently within broad program goals to prioritize tasks in the absence of specific instructions and exercise independent judgment to identify and solve problems.
- Decisions may bind the organization financially or legally.
- Ensure compliance with TNC policies and procedures, and external (donor/legal/IRS) requirements.
- Financial responsibility includes purchasing, processing invoices, and negotiating and contracting with vendors.
- Maintains confidentiality of frequently sensitive and emotionally charged information.
- Manage projects with several variables, set realistic deadlines, manage a timeline, and ensure accountability.
- May participate in complex negotiations.
- May supervise administrative and/or volunteer staff, responsibility includes training and professional development.
- May work with operations, finance, or conservation department staff to organize and improve systems and information storage and sharing for the chapter.
- Provide input through project teams for the development and implementation of new initiatives or the improvement of existing programs.
- Travel and work flexible hours.
- Bachelor’s degree and 2 years’ experience or equivalent combination.
- Experience generating reports and interpreting data.
- Experience in business writing, editing, and proofreading.
- Experience organizing time and managing diverse activities to meet deadlines.
- Experience working across teams and communicating with a wide range of people.
- Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated.
- Ability to analyze information for the purpose of coordinating and planning activities, and solving problems.
- Ability to use existing technology to achieve desired results.
- Experience interpreting guidelines to achieve desired results.
- Experience working with a board of directors, donors, volunteers, the public, and/or all levels of staff.
- Strong organization skills, accuracy, and attention to detail.
HOW TO APPLY
To apply to position number 47675, submit resume (required) and cover letter separately using the upload buttons. All applications must be submitted in the system prior to 11:59 p.m. Eastern Time on Monday, June 17, 2019.
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The Nature Conservancy is an Equal Opportunity Employer
Our commitment to diversity includes the recognition that our conservation mission is best advanced by the leadership and contributions of people of diverse backgrounds, beliefs and culture. Recruiting and mentoring staff to create an inclusive organization that reflects our global character is a priority and we encourage applicants from all cultures, races, colors, religions, sexes, national or regional origins, ages, disability status, sexual orientation, gender identity, military, protected veteran status or other status protected by law.
The successful applicant must meet the requirements of The Nature Conservancy’s background screening process.
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