The Executive Coordinator & Trustee Liaison is responsible for supporting the Massachusetts State Director, Assistant State Director, and Massachusetts Board of Trustees. S/He provides high-level administrative support to the State Director and Assistant State Director which may include calendar management, correspondence, meeting planning/coordination, arranging travel and expense reporting.
The Executive Coordinator and Trustee Liaison is also a key member of the Development team. S/He manages the operations of the Board of Trustees and is responsible for all aspects of trustee meetings and events including planning, organizing, maintaining budgets, and coordinating/disseminating important information and meeting materials. S/He is also responsible for monitoring the Trustee Connect website, coordinating the on-boarding and orientation of new Trustees, planning and coordination of committee and strategy group meetings and other Board-related administrative and programmatic duties.
This position requires frequent and enthusiastic contact with all levels of TNC staff, Trustees, major donors, partners, vendors and the public. Responsibilities require strong communication skills, discretion, judgment, tact and poise. May be required to interpret confidential information and make recommendations as appropriate.
RESPONSIBILITIES AND SCOPE
- Proactively manage State Director’s and Assistant State Director’s calendars by scheduling appointments, arranging meetings and troubleshooting issues. Make travel arrangements, coordinating activities with partners and donors as appropriate.
- Support State Director and Assistant State Director by assisting with correspondence, expense reimbursements and other tasks as needed.
- Enter donor 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 Chapter leadership, 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.
- 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.
- Assists State Director and development department on various projects, including building a culture of philanthropy on the board.
- May take on special Trustee-specific projects as time permits
MINIMUM QUALIFICATIONS
- Bachelor’s degree and minimum 1 year experience or equivalent combination.
- Excellent interpersonal skills.
- Experience working in MS Office, Word, Excel, and relationship management databases
- Project management skills. Strong organizational skills and attention to detail required. Experience managing diverse activities to meet deadlines.
- Outstanding meeting planning and management skills.
- Experience “managing up” and proactively seeing needs and issues.
- Experience working with and communicating with a wide range of people with tact.
- Excellent spelling, grammar and punctuation in written communication required.
DESIRED QUALIFICATIONS
- Proven record with working in teams as well as independently.
- Must be able to handle and maintain confidentiality.
- Effective and proactive problem solving skills.
- Ability to track decisions, distribute action items, and follow up on progress.
- Experience working with a Board, or similar entity, preferred.
- Interest in development/fundraising a plus.
- Database skills, including managing, tracking and analyzing data. Ability to analyze information for the purpose of preparing reports, coordinating efforts and solving problems.
- Solid knowledge of word processing, data entry and spreadsheet software, with ability to use mail merges and some advanced functions.
- Multi-lingual skills and multi-cultural or cross cultural experiences are appreciated.
- Interest in The Nature Conservancy's work and mission with the desire to learn and achieve more.