Executive Assistant & Board Liaison

The Nature Conservancy•Lexington, KY

2d•Hybrid

About The Position

The Executive Assistant to the State Director and Board Liaison manages the operations of the Kentucky program and provides essential support to the Kentucky State Director, key conservation and philanthropy staff, and the volunteer Board of Trustees. The EA & Board Liaison will oversee and lead a variety of operations tasks, ranging from compliance, employee engagement, annual work planning, safety and sustainability. They will also supervise an Operations Manager who performs a variety of operations and administrative tasks for the larger program, including serving as manager of the Lexington office. The EA will perform a variety of high-level administrative tasks, including partnering with the State Director to manage their schedule and provide key support to the program’s Leadership Team. Duties include managing the State Director’s calendar, correspondence, travel, meeting and special event logistics, scheduling and documenting decisions for Leadership Team meetings, and creating presentations (some of those tasks will be delegated to the Operations Manager). They will serve as Certified Contract Specialist for the Kentucky program if required. Additionally, they will serve as a key point of contact to Division level staff/programs including Finance and People Team (HR), and will serve as local contact for onboarding processes. They will work in partnership with State Director on program Culture and Engagement activities, including staff recognition, team building, annual meetings or retreats, and other items as necessary. They will oversee key operational activities including managing quarterly certifications, ensuring leases, property and equipment lists are maintained and up-to-date and will be responsible for managing the Youth Safety program. As Trustee Liaison, they also provide support for trustees including managing preparations for board and committee meetings, and other trustee communications. In this role, they will build relationships with board members and trustees to support the business unit. They will provide key staff support to the Nominating and Governance Committee of the board and serve as strategic partner to the State Director on trustee recruitment and retention. The EA will work knowledgeably and confidently across our departments (conservation, philanthropy, finance, external affairs, marketing) and program teams, providing a critical link to the State Director and providing administrative support as needed. They will communicate on behalf of the State Director as necessary and will have substantial contact with important stakeholders, including trustees, all levels of staff, donors, volunteers, vendors, and business relations, and will take on additional administrative support duties to enhance the work of the team. The EA will act independently within broad program goals to prioritize tasks in the absence of specific instructions and exercise independent judgment to identify and solve problems; work is diversified and may not always fall under established practices and guidelines. The successful candidate will be intellectually curious, willing to learn new skills, detail oriented, and able to balance multiple priorities. They are comfortable working in a fast-paced environment both independently and as part of a team. Most of all, they will bring a passion for making processes and systems work better for all and find joy in working in collaboration with and in service to a variety of colleagues and the larger Kentucky team.

Requirements

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
Strong written and verbal communication skills
Experience with database management
Experience working across departments
Experience supervising staff, interns and/or volunteers

Nice To Haves

Multi-lingual skills and multi-cultural or cross-cultural experiences are appreciated
Ability to implement complex processes
Ability to use existing technology to achieve desired results
Demonstrated experience using diplomacy and tact to build strong relationships and motivate staff
Experience coordinating projects
Advanced proficiency in Microsoft Office Suite, including Outlook, Excel, PowerPoint, etc.
Strong organization skills, accuracy, attention to detail and ability to manage multiple tasks
Successful experience implementing strategic program goals

Responsibilities

Act independently within broad program goals to prioritize tasks in the absence of specific instructions and exercise independent judgment to identify and solve problems; work is diversified and may not always fall under established practices and guidelines
Work within scope of program’s strategic goals
Ensure compliance with Conservancy policies and procedures, and external (donor/legal/IRS) requirements; decisions may bind the organization financially or legally
Conduct purchasing, and transfers, negotiating and contracting with vendors
Participate in budget preparation
Maintain 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
Will supervise administrative, professional and/or volunteer staff, including training and professional development
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