Executive Assistant/Trustee Liaison

The Nature Conservancy•Chester, NJ

3d•Hybrid

About The Position

The NJ Executive Assistant/Trustee Liaison will be responsible for providing direct administrative support to a senior manager or a high-level business unit director. This role supports the New Jersey Chapter’s Board of Trustees and Conservancy Council and works closely with leadership to enhance Trustee engagement. Additionally, they also serve as a key contact for Trustees, donors, and partners. This key team member serves as Trustee Liaison to the chapter's Board of Trustees and liaison to the chapter’s conservancy council responsible for all aspects of planning and organizing trustee and council and council meetings and events. They will Serve as a key contact for Trustees, donors, and partners; work closely with the Executive Director and Director of Development to design and implement a highly engaging board member experience. The NJ Executive Assistant/Trustee Liaison will assist the State Director and Director of Development on various other projects as the need arises, providing input for the establishment and implementation of new development initiatives or the improvement of existing programs. Such duties may include, but are not limited to, a more significant role in donor stewardship activities and/or enhancing the systems and tools used by the team. The NJ Executive Assistant/Trustee Liaison will also provide high- level administrative support to the State Director and Director of Development including domestic and international travel arrangements, meeting and special events logistics, calendar management, drafting correspondence, and processing expenses. They will communicate on behalf of their supervisor and will have substantial contact with stakeholders, including members of the board of directors, all levels of staff, donors, volunteers, vendors, and business relations.

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
Experience with database management
Experience working across departments
A valid driver's license and compliance with TNC’s Auto Safety Program.
Employees may not drive Conservancy-owned/leased vehicles, rental cars, or personal vehicles on behalf of the Conservancy if considered "high risk drivers."
Completion of a Vehicle Use Agreement, which may include a review of the prospective employee's motor vehicle record.

Nice To Haves

Ability to use existing technology to achieve desired results
Ability to implement complex processes
Demonstrated experience using diplomacy and tact to build strong relationships and motivate staff
Experience coordinating projects
Experience interpreting guidelines to achieve desired results
Experience supervising staff, interns and/or volunteers
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, processing invoices 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 supervise administrative, professional and/or volunteer staff, including training and professional development.
Work closely with leadership to plan strategic and engaging meeting agendas and manage all meeting and retreat logistics, documentation 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.
Coordinate the onboarding and orientation of new trustees and other trustee-related administrative duties.
Work directly with chapter leads for board committee work, including scheduling meetings, taking minutes and followup activities.
Seek out and pursue best practices for board management to achieve a high level of engagement.
Enter interaction data on behalf of State Director and Director of Development into Blackbaud CRM software.
Support Development team as needed, including meeting scheduling and logistics, solicitation and stewardship activities, annual report preparation assistance, mailings, and event support.
May take on additional responsibilities to enhance the work of the philanthropy team.
Travel and work flexible hours, as needed.