The Massachusetts Chapter of The Nature Conservancy seeks an enthusiastic and driven Executive Assistant to provide administrative, program, project and operating support to the Massachusetts Chapter State Director and Deputy State Director. S/He maintains schedules, coordinates meetings, and manages administrative paperwork and correspondence. The Executive Assistant is also responsible for executive level support to the Board of Trustees including managing Board operations and supporting all Chapter Board committees with agenda development, calendars, annual charts of work; tracking reports and meeting minutes. This position requires frequent and enthusiastic contact with all levels of TNC staff, Trustees, major donors, partners, the public, and others.
JOB DUTIES:
• Proactively help to manage State Director’s and Deputy State Director’s workload by maintaining their calendars, scheduling appointments and meetings, arranging travel and troubleshooting incoming phone calls.
• Manage Directors' administrative paperwork by assisting with expense reimbursements, and time reporting. Assist with other paperwork and correspondence as needed.
• Manage Board of Trustees operations and support all Chapter Board committees. Responsible for the scheduling, preparation, logistics, materials, minutes and follow-up for Board of Trustee meetings. Manage Trustee scheduling, annual charts of work and tracking reports. Serves as liaison between staff and board and works with State Director to build strong trustee relationships by being responsive to their needs and requests.
• Assist with the planning and organizing of meetings and special events. Align schedules, coordinate logistics, prepare documents and supplies, take and distribute notes and assist with follow-up. Oversee teleconferencing logistics; learn, train and implement TNC web-based tools such as WebEx.
• Provide back-up reception duties. Act as part of the Operations team and coordinate, as needed, with chapter staff to provide general operational support.
• Assist with additional special projects as assigned.
KNOWLEDGE/SKILLS:
• Bachelor’s degree preferred, and 1 year related work experience, or equivalent combination of education and experience, or high school diploma and 3 to 5 years related experience.
• Excellent interpersonal skills. Proven record with working in teams as well as independently.
• Effective and proactive problem solving skills.
• Proven organizational and administrative skills, and attention to detail. Proven ability in taking and distributing meeting minutes.
• Ability to organize time and manage diverse activities. Meet deadlines.
• Interest in The Nature Conservancy's work and mission with the desire to learn and achieve more.
• Solid knowledge of MS Office.
COMPLEXITY/PROBLEM SOLVING:
• Coordinate multiple diverse projects with several variables, set realistic deadlines, and manage a timeline.
• Adapt or modify processes in response to changing circumstances.
• Interpret guidelines and analyze factual information.
• Resolve routine problems independently; consult with supervisor to develop plans for resolution of unusual or complex problems.
DISCRETION/LATITUDE/DECISION-MAKING:
• Duties are performed under general supervision and established guidelines.
• Demonstrates common sense, flexibility, and teamwork with the ability to exercise independent judgment. Makes day to day decisions within the scope of work assignment.
• Opportunities to act independently on assigned tasks. Refers difficult questions or unusual problems to supervisor.
RESPONSIBILITY/OVERSIGHT –FINANCIAL & SUPERVISORY:
• Financial responsibilities may include working within budget and negotiating and contracting with vendors.
• May assist in budget development, and compile and distribute supporting reports.
COMMUNICATIONS/INTERPERSONAL CONTACTS:
• Formulates and clearly communicates ideas to others, providing a variety of information to staff and others to assist workflow throughout the organization.
• Works and communicates with a diverse group of people, including board or directors, donors, volunteers, the public and other staff.
• Consistently demonstrates professional, positive, and approachable attitude/demeanor and discretion. Demonstrates sensitivity in handling confidential information.
Please send cover letter & resume to:
Meg Z. Connerton
The Nature Conservancy
205 Portland St. Suite 400
Boston, MA 02114
maforesumes@tnc.org
No phone calls please.
Please visit our website at
www.nature.org
THE NATURE CONSERVANCY IS AN EQUAL OPPORTUNITY EMPLOYER