Executive Assistant/Trustee Liaison

The Nature Conservancy
Published
April 6, 2021
Location
Conshohocken, PA
Job Type
Contact Name (not public)
Shawn Hickey
Phone
717-232-6001

Description

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.

YOUR POSITION WITH TNC

The Executive Assistant/Trustee Liaison will be responsible for providing direct administrative support to the Pennsylvania & Delaware (PA/DE) Executive Director. This position will also serve the Trustee Liaison role and work closely with the PA/DE Board of Trustees. They will report directly to the Executive Director. They are a critical outward facing team member who directly supports the staff and trustees' work to advance The Nature Conservancy's priorities.

ESSENTIAL FUNCTIONS

The Executive Assistant/Trustee Liaison works as a trusted partner to the Executive Director, providing high-level administrative support for the chapter. Responsibilities include supporting the PA/DE Director's administrative affairs and project and process management. They provide in-depth support to the Director in the form of meticulous calendar management, meeting logistics, communications, project and report coordination, expense reporting, and travel arrangements. They will manage various logistics, communications, and business activities supporting the effective operation of chapter business at the executive level and with the Board of Trustees. They will adapt processes and implement recommended practices to improve effectiveness. They must have excellent communications and organizational skills, the ability to anticipate needs and operate in a fast-paced environment. Frequent and enthusiastic interaction and communication skills are required. They assemble information about people/relationships and context for upcoming meetings, enter call reports on behalf of the Executive Director into the fundraising database, and maintain Director's files. They must have experience or the ability to obtain advanced knowledge of the program's systems and resources to provide support and coordinate communications (Concur, Deltek, Microsoft Office, Teams, Zoom, etc.). They will have substantial contact with stakeholders, including members of the board of trustees, all levels of staff, donors, volunteers, vendors, and business relations and frequently communicate on behalf of the Executive Director.

This key team member also serves as Trustee Liaison to the chapter's Board of Trustees, responsible for all aspects of planning, organizing, and maintaining budgets for trustee events, disseminating important information, drafting correspondence, meeting agendas and materials, presentations, and notes. They will monitor the trustee website, coordinate onboarding and orientation of new trustees, and other trustee-related administrative duties. They work closely with the Executive Director and Deputy Executive Director to design and implement a highly engaging board member experience. This position works directly with chapter leads for board committee work, including nominating and governance, finance, executive, development, and conservation. They track all trustee communication to ensure consistent and strategic contact.

They will be required to manage confidential information and ensure the highest level of professionalism in their duties. They will take on additional responsibilities to enhance the work of the team. Such duties may include, but are not limited to, a more significant role in training, developing documentation, and/or enhancing the team's systems and tools.

RESPONSIBILITIES

  • Proactively manage Executive Director's calendar by scheduling appointments, arranging meetings, and troubleshooting issues. Make travel arrangements, coordinating activities with partners and donors as appropriate. Support the Executive Director by assisting with correspondence, expense reimbursements, and other tasks as needed.
  • Attend and support all PA/DE leadership meetings.
  • Enter interaction data on behalf of the Executive Director into Blackbaud CRM software (TNC's Constituent Relationship Management System), working closely with the development team to ensure accuracy.
  • Plan and manage all board meetings and events by working closely with Executive Director, Deputy Executive 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 Trustee orientation program materials and implementation. May assist with research and recruitment of Trustees.
  • Proactively manage and track Board committees by ensuring members meet regularly to address critical and timely chapter needs. Supports committees by designing content and agendas in partnership with the committee chair and staff liaison, scheduling meetings, preparing materials, attending, and facilitating meetings when relevant, taking minutes, and coordinating and communicating follow-up tasks.
  • 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 the TNC-wide Trustee Program coordinator's requests, participate in conference calls, and develop relationships with other BU counterparts.
  • Seeks out and pursues best practices for board management to achieve a high level of engagement and best-in-class volunteer experience.
  • Assists Executive Director on various projects as the need arises and time permits.

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; work is diversified and may not always fall under established practices and guidelines;
  • Work within scope of program's strategic goals;
  • Ensure compliance with Conservancy policies and procedures and external (donor/legal/IRS) requirements; decisions may bind the organization financially or legally;
  • Maintain confidentiality of sensitive information;
  • Manage projects with several variables, set realistic deadlines, manage a timeline, and ensure accountability.
  • May participate and support complex negotiations;
  • May supervise administrative, professional, and/or volunteer staff, including training and professional development;
  • May conduct purchasing, processing invoices, and transfers, negotiating and contracting with vendors;
  • May participate in budget preparation;
  • Provide input through project teams for the development and implementation of new initiatives or the improvement of existing programs;
  • Travel and work flexible hours, as needed; and
  • Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.

MINIMUM QUALIFICATIONS

  • Bachelor's degree and three years related experience or equivalent combination;
  • Experience managing the schedule and contacts of a senior leader;
  • Experience with database management;
  • Experience generating reports, and analyzing and interpreting data; and
  • Experience working across departments.

DESIRED QUALIFICATIONS

  • Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated;
  • Ability to implement complex processes;
  • Ability to use existing technology to achieve desired results;
  • Demonstrated experience using diplomacy and tact to build strong relationships and motivate staff;
  • Experience coordinating projects;
  • Experience interpreting guidelines to achieve desired results;
  • Experience supervising staff, interns, and/or volunteers;
  • Strong organization skills, accuracy, attention to detail, and ability to manage multiple tasks; and/or
  • Successful experience implementing strategic program goals.

How To Apply

If you have a personal passion for conserving the natural world with a belief in the mission and values of The Nature Conservancy, then please visit http://www.nature.org/careers to learn more. Submit your cover letter and resume for position number 49623, this position will remain open until filled and applications will be received as they come in.

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