The Executive Coordinator & Trustee Liaison will be an integral part of the Maryland/DC chapter team, providing direct administrative and project support to the Executive Director and managing the chapter trustee program.
ESSENTIAL FUNCTIONS
The Executive Coordinator & Trustee Liaison performs a variety of high level administrative tasks, which include reporting and tracking information for Executive Director (ED), planning his 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. Conducts high-level research on behalf of ED and manages and completes independent special projects as requested. Includes frequent interaction with all staff within the chapter; as well as trustees, members, 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.
- Plans and implements interesting and informative staff meetings and other events as appropriate.
- Proactively manages Executive Director’s workload and information flow.Maintains and prioritizes his 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 his 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.
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 as needed.
- Work environment involves only infrequent exposure to disagreeable elements and minor physical exertion and/or strain.
- Work is diversified and may not always fall under established practices and guidelines.
- Work within scope of program’s strategic goals.
MINIMUM QUALIFICATIONS
- Bachelor’s degree and 3 years related experience or equivalent combination.
- Experience generating reports, and analyzing and interpreting data.
- Experience managing the schedule and contacts of a senior leader.
- Experience with database management.
- Experience working across departments.
- Experience drafting correspondence or external communications on behalf of others.
DESIRED QUALIFICATIONS
- Ability to implement complex processes.
- Ability to use existing technology to achieve desired results, including Word, Excel and PowerPoint.Ability to become proficient in TNC’s internal systems including our fundraising management system and expense reporting system.
- Excellent interpersonal skills.
- Demonstrated experience using diplomacy and tact to build strong relationships and motivate staff.
- Excellent verbal and written skills in English.
- Proven ability in taking meeting minutes.
- Proven ability to maintain confidentiality.
- Experience coordinating projects.
- Experience interpreting guidelines to achieve desired results.
- Strong organization skills, accuracy, attention to detail and ability to manage multiple tasks.
- Successful experience implementing strategic program goals.
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AUTO SAFETY POLICY
This position requires a valid driver's license and compliance with the Conservancy's Auto Safety Program. Employees may not drive Conservancy-owned/leased vehicles, rental cars, or personal vehicles on behalf of the Conservancy if considered "high risk drivers." Please see further details in the Auto Safety Program document available at www.nature.org/careers.
Employment in this position will be contingent upon completion of a Vehicle Use Agreement, which may include a review of the prospective employee's motor vehicle record.