Administrative Coordinator- Northern Rockies

Trust for Public Land•Bozeman, MT

1d•Hybrid

About The Position

The Northern Rockies Administrative Coordinator provides high-level administrative, organizational, and coordination support to the Northern Rockies Director, with additional support to the Director of Philanthropy. This role is a core member of the Northern Rockies Operations team and serves as a trusted partner in managing executive priorities, complex scheduling, meeting and event preparation, and follow-through. In addition to supporting the State Director’s outreach and communication to key stakeholders and partners, this position also supports advancement-related outreach, marketing and communications, and stewardship coordination on behalf of senior leadership. This position is not a primary fundraising role but functions as a key connector for the State Director, ensuring that donor, board, and stakeholder engagements are followed by timely, organized, and thoughtful communications, documentation, and next steps in close coordination with the Philanthropy team. The Administrative Coordinator provides office management support for the Bozeman office as well as executive support to the Northern Rockies Director and at times, other members of the Northern Rockies team.

Requirements

1-2 years of executive or senior administrative support experience
Strong organizational, communication, and follow-through skills
Comfort working with senior leaders, boards, and external stakeholders
Ability to manage multiple priorities with discretion and initiative
Proficiency in Microsoft Outlook, Teams, Word, Excel, and PowerPoint
Strong commitment to TPL’s shared values (Belonging, Creativity, Collaboration, Impact, and Hope) to effectively work across the organization.

Nice To Haves

CRM experience preferred

Responsibilities

Manage calendars, scheduling, priorities, and meeting logistics for the Northern Rockies Director
Prepare agendas, briefing materials, and follow-up items for meetings and external events and engagements
Track action items, deadlines, and next steps to ensure timely follow-through across executive priorities
Create, update, and format high-quality PowerPoint presentations and executive- and board-ready materials
Prepare and submit expense reports for the Northern Rockies Director
Provide general office management support and administrative coverage as needed to keep operations running smoothly, including basic invoicing coordination, accounts payable support, and office readiness
Serve as the primary liaison to the local Advisory Board and select board committees, ensuring a high-quality and well-organized board experience
Own board and stakeholder communications, including invitations, reminders, outreach, follow-ups, and thank-you notes in coordination with senior leadership
Drive board and committee cadence, including annual calendar planning, scheduling, agenda coordination, and run-of-show support
Compile and distribute board materials (agendas, packets, decks, minutes) with strong version control and deadline management
Support board meetings, committee calls, orientations, and executive sessions, including logistics, materials, and on-site coordination
Support donor engagement logistics in coordination with the Director of Philanthropy, Philanthropy Coordinator, and philanthropy team, including scheduling donor visits and calls and preparing meeting briefings
Draft and coordinate donor and stakeholder follow-up communications, including thank-you notes, recap emails, and next-step coordination under executive direction
Track follow-ups and timelines to support consistent execution and clean handoffs across senior leadership and the Philanthropy team
Partner with the Philanthropy Coordinator to ensure donor interactions, materials, and outcomes are accurately documented in the CRM
Coordinate logistics and materials for board meetings, donor visits, and senior-level stakeholder engagements
Coordinate with and support the Philanthropy Coordinator on all donor-related events
Provide light office coordination to support meetings and visiting stakeholders, including room setup, supplies, and overall office readiness
Support internal gatherings and team activities as needed to foster a positive and well-functioning office environment