Executive Adminitrator

Sonoma Land Trust-posted 2 days ago
Full-time • Executive
Hybrid • Santa Rosa, CA
11-50 employees
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The Executive Administrator is a vital contributor to the mission of Sonoma Land Trust. This role ensures the Executive Director can focus on strategic priorities by providing administrative, workflow, and project management support, especially in the areas of Board Liaison and Leadership Team management.

  • Manages executive office workflow through calendar management and tracking project milestones.
  • Optimizes the Executive Director’s overall schedule and efficient use of their time.
  • Works closely with the Executive Director in running the administrative functions of the executive office.
  • Assists the Executive Director with special projects.
  • Maintains processes, resources, and tools for executive team efficiency and communication.
  • Participates in Major Gifts meetings.
  • Collaborates with the Philanthropy and Operations departments on logistical support of donor, board, and staff events and workshops.
  • Manages board engagement through coordination of board meetings, educational field trips, workshops, and celebrations.
  • Provides administrative support to the Board Affairs Committee including recruitment administration, onboarding new directors, maintaining the Board Manual and training materials, meeting participation, and follow-up.
  • Supports the Executive Director and the Director of Finance and Administration in coordinating statutory and legal documentation of board actions, including board packets, meeting minutes, agendas, resolutions, and governance documentation.
  • Under the direction of the Executive Director, assembles, reviews, and proofs board packets, written reports, and presentations.
  • Facilitates the board’s work through the logistical coordination of scheduling, communications, and maintaining the Board Portal.
  • A bachelor's degree OR equivalent experience demonstrating personal achievement.
  • A minimum of two years of demonstrated experience working with non-profit organizations, governmental agencies, or businesses, supporting complex projects.
  • Excellent organizational skills, proofreading skills, and attention to detail.
  • Outstanding written and verbal communication skills.
  • Demonstrated ability to work independently, take initiative, prioritize assignments, problem-solve, and meet deadlines.
  • Exceptional interpersonal skills, including the ability to exercise sound judgment, tact, and confidentiality.
  • Ability to foster strong collaborative relationships with co-workers, teams, board members, and partner organizations.
  • Thrives in a fast-paced environment.
  • Experience managing events involving leadership, board members, staff, or donors.
  • High proficiency in the Microsoft Office suite of applications (Word, Outlook, PowerPoint, Excel, Teams) and familiarity with the cloud-based applications Zoom, Box and DocuSign.
  • The ability to work flexible hours, including an occasional weekend or evening event.
  • A valid driver’s license.
  • generous employer contributions to medical, dental and vision insurance plans
  • Employer contribution to retirement plan after 1 year of employment
  • Paid time off includes 15 paid holidays, paid vacation based on tenure and personal and parental leave in accordance with SLT policies and procedures
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