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14 Dec 2020

Full-Time Executive Assistant/Trustee Liaison

The Nature Conservancy – Posted by TNCMeg Boston, Massachusetts, United States

Job Description

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

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. Working with diverse partners—scientific, grassroots, business, industry, government and others—The Nature Conservancy in Massachusetts has three focus areas: conserving land and water, tackling the causes of climate change and adapting to its impacts, and providing food and water sustainably. In practice, this means working in the field, at the State House and on Capitol Hill, and in the boardroom to bring back healthy rivers, estuaries and fisheries; protect forests and the benefits they provide; reduce greenhouse gas emissions and help communities of all sizes use nature to adapt to climate change impacts. Our efforts touch down on Cape Cod and Martha’s Vineyard, in metro Boston, in Western Massachusetts and everywhere in between, and they’re making a big impact in the Commonwealth and beyond.

One of The Nature Conservancy’s core values is our commitment to diversity. Therefore, we strive for a globally diverse and culturally competent workforce. Working in 74 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.

ESSENTIAL FUNCTIONS

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

  • 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. May assist with research and recruitment of Trustees.
  • 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.
  • Assists State Director on various projects as need arises and time permits.

 

SCOPE

  • Act independently on assigned tasks and exercise independent judgment based on analysis and experience; work is diversified and may not always fall under established practices and guidelines;
  • Coordinate projects with several variables, work within a defined timeline and budget;
  • Demonstrate sensitivity in handling confidential information;
  • Perform non-routine analysis, research and follow-through;
  • Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements;
  • Make purchases, process invoices, contract with vendors, and assist with budget preparation;
  • May act as a resource to others to solve problems and act in supervisor’s stead when instructed;
  • May supervise administrative and/or volunteer staff, including training and professional development;
  • Provide input through project teams for the improvement of existing programs;
  • Refer difficult questions and unusual problems to supervisor;
  • Travel and work flexible hours when needed; and
  • Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.

 

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 use existing technology (hardware and software) to achieve desired results;
  • Excellent spelling, grammar and punctuation in written communication; and
  • Experience organizing time and managing diverse activities to meet deadlines.

 

DESIRED QUALIFICATIONS

  • Multi-lingual skills and/or multi-cultural or cross-cultural experiences are 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;
  • Ability to track decisions, distribute action items, and follow up on progress; and/or
  • Ability to manage and analyze data for the purpose of preparing reports, coordinating efforts and solving problems.

How to Apply

To apply, please visit www.nature.org/careers and search for job# 49215. Submit resume (required) and cover letter separately using the upload buttons. Applications will be reviewed in the order they are received; the position will remain open until filled.

Job Categories: Equal Opportunities. Job Types: Full-Time. Salaries: Not Disclosed.

Job expires in 52 days.

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