Job Description

The Nature Conservancy in Massaschusetts seeks an Executive Assistant/Trustee Liaison to join our team!

Executive Director Support

The Executive Assistant/Trustee Liaison works as a trusted partner to the State Director, providing high-level administrative support for the chapter. Responsibilities include supporting the Massachusetts State Director’s administrative affairs and project and process management. They provide in-depth support to the State Director in the form of meticulous calendar management, expense reporting, travel arrangements, meetings logistics, communications, and project and report coordination. They may act as the first point of contact with staff, Trustees, donors, leaders and partners in business, policy, and conservation, and the general public and makes decisions on priority of commitments for the State Director. They assemble information about people/relationships and context for upcoming meetings, enter call reports on behalf of State Director into fundraising database, and maintain all files for the Director.

Board Management:

This key team member also serves as Trustee Liaison to the Massachusetts Chapter’s Board of Trustees, responsible for all aspects of planning, organizing, and maintaining budgets for trustee events, disseminating important information, assembling Trustee meeting materials, monitoring the trustee website, coordinating the on-boarding and orientation of new Trustees, planning and coordinating meetings for the Board’s committees, taking meeting minutes, and other Trustee-related administrative duties. Frequent and enthusiastic interaction and communications is required. They also work closely with the State Director, Development Director, and Chapter leadership team to design and implement a highly engaging experience for Board members. This position works hand in hand with Chapter leads for board committee work including trustee recruitment and engagement, finance, executive, and development and communications, tracking all trustee communications to ensure consistent and strategic contact. Additionally, the Executive Assistant/Trustee Liaison works closely with colleagues to write a variety of external communications such as reports and proposals.

RESPONSIBILITIES & SCOPE

• Proactively manage State Director’s calendar by scheduling appointments, arranging meetings and troubleshooting issues. Make travel arrangements, coordinating activities with partners and donors as appropriate. Support the State Director by assisting with correspondence, expense reimbursements and other tasks as needed.
• Attend and support all MA leadership meetings.
• Enter interaction data on behalf of State Director into Blackbaud CRM software (TNC’s Constituent Relationship Management System), working closely with development team to ensure accuracy.
• Plan and manage all board meetings and events by working closely with State Director, Development Director, Trustees and colleagues. Manage all meeting logistics such as scheduling, site and catering, AV and conferencing tools. Work closely with leadership to plan strategic and engaging meeting agendas and manage all meeting documentation (i.e. board packets) and presentations. Take minutes and handle any follow-up duties. Maintain appropriate administrative and board files. Propose and implement changes in process and goals as needed.
• Responsible for organizing Massachusetts Trustee orientation program implementation and materials.
• Proactively manage and track Board committees and strategy groups by ensuring members are meeting regularly to address critical and timely chapter needs. Supports committees by designing content and agendas in partnership with committee chair and staff liaison, scheduling meetings, preparing materials, attending and facilitating meetings when relevant, taking minutes, and coordinating and communicating follow-up tasks.
• Partner with fundraising, communications and conservation staff to write informative and accurate proposals and reports that support the efforts of the fundraising team.
• Serves as liaison between Trustees and both Chapter and Worldwide Office staff. Build strong trustee relationships by being responsive to needs and requests and ensuring colleagues are engaged. Respond to requests from the TNC-wide Trustee Program Coordinator, participate on conference calls and develop relationships with other OU counterparts.
• Seeks out and pursues best practices for board management to achieve a high level of engagement and best-in-class volunteer experience.
• Opportunity to work with other teams on discreet projects, given time and employee interest.

MINIMUM QUALIFICATIONS

• Bachelor’s degree and 2 years’ experience or equivalent combination.
• Strong organizational skills, accuracy and attention to detail.
• Experience managing diverse activities to meet deadlines.
• Experience organizing and managing meetings and events.
• Excellent interpersonal skills and experience working across teams and communicating tactfully with a wide range of people.
• Ability to track decisions, distribute action items, and follow up on progress.
• Ability to use existing technology (hardware and software) to achieve desired results.
• Excellent spelling, grammar and punctuation in written communication.
• Experience organizing time and managing diverse activities to meet deadlines.

DESIRED QUALIFICATIONS

• Multi- lingual and multi-cultural or cross-cultural experience appreciated.
• Interest and ability in incorporating a diversity, equity, and inclusion lens when communicating and decision-making.
• Ability to analyze information for the purpose of coordinating and planning activities, and solving problems.
• Experience working with a board of directors, donors, volunteers, the public, and/or all levels of staff;
• Experience writing and editing one or more of the following: newsletters, magazines, blogs, annual reports, donor profiles, acknowledgment letters, campaign brochures, funding proposals, fact sheets, or equivalent.
• Effective and proactive problem-solving skills.
• and/or
• Ability to manage and analyze data for the purpose of preparing reports, coordinating efforts and solving problems.

How to Apply

Job Categories: Equal Opportunities. Job Types: Full-Time. Salaries: 40,000 - 60,000.

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