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Jobs at The Trust for Public Land

Among all national conservation organizations, only The Trust for Public Land focuses on conserving land for people. We offer challenging and rewarding careers for people who seek to leave a legacy of protected lands. Our staff of more than 300 committed and talented professionals works across the country.

To apply, please email your resume and cover letter to the address listed at the bottom of each job posting. All job postings are current—positions are listed until filled. We strive to make our job postings accessible to all users. If you need assistance completing the application process, please contact us at 415-495-4014 or jobs@tpl.org.



Administrative Assistant

Location: Chicago, IL
Date Posted: 08-15-2018
Position Summary:
The Trust for Public Land – a national leader and innovator in land conservation and parks creation – seeks an Administrative Assistant. The Administrative Assistant is an integral team member that ensures the efficient operation of the Chicago Office. The person in this position performs important organizational, administrative, and philanthropy support responsibilities.
 
Join a dedicated team of passionate people working toward a mission you can believe in—creating parks and protecting land for people, ensuring healthy, livable communities for generations to come. Learn more about us.

Essential Functions:
Administration (30%)
  • Serve as the first point of contact for visitors and callers in Chicago and for general public inquiries.
  • Provide administrative support to the Chicago team and national staff housed there, including, but not limited to organizing meetings and conference calls plus preparing printed materials as needed.
  • Order and maintain supplies, equipment, and work with related vendors.
  • Prepare and track ongoing invoices and accounts; coordinate mailings, check request processing, and other administrative activities as needed.
  • Organize office calendar, meetings, and conference calls.
  • Facilitate compliance with requests from divisional and national offices.
  • Act as main point of contact for all IT needs and issues with appropriate staff/vendors as needed.
  • Assist with legal filing and record retention.
  • Create and maintain processes for the improved efficiency of the office.
  • Assist with onboarding new staff members as needed.
  • Assist staff in preparing PowerPoint presentations, correspondence, reports, internal processing, etc.
  • Serve as the main point of contact with building management. 
  • Support external communications, press inquiries, and social media.
 Events and Marketing (20%)
  • Coordinate and execute with program staff on local events and event logistics, including advisory board meetings/events, community engagement activities, park openings, donor tours, and other events.
  • Organize and prepare for various office events with staff and/or partners.
  • Develop and maintain member, community, and stakeholder contact lists.
  • Coordinate with national marketing/communications team on the preparation and distribution of mailings, collateral, e-news, social media and other marketing materials.
 Supporting Philanthropy and Local Advisory Board (30%)
  • Provide administrative support for the Philanthropy team, including drafting and producing acknowledgments and letters; data entry; coordinating mailings to donors and volunteers; creating and maintaining files, calendars, and ordering or updating philanthropy presentation materials as necessary.
  • Prepare supporting materials for grant proposals and reporting.
  • Provide assistance with donor cultivation and fundraising events and field trips including planning, logistics, invitations, presentation materials, and program donor packets.
  • Provide administrative support for local Advisory Board, including: scheduling meetings; managing meeting logistics; coordinating and distributing meeting agenda, packet and minutes; producing meeting minutes; and supporting new member orientations and Advisory Board committees.
 
Supporting State Director and Director of Philanthropy (20%)
  • Provide administrative support to the Chicago Area Director and the Chicago Director of Philanthropy, including assistance with scheduling, communications, travel, expenses, and various reporting.
 
Qualifications:
  • High school diploma and AS or AA.  Bachelor’s degree strongly preferred.
  • At least two years of work experience. Prior administrative experience and interest in environmental policy/urban planning strongly preferred.
  • Ability to proactively communicate priorities, needs, challenges, and recommendations.
  • Capable and willing to work collaboratively with staff and volunteers, consult the team for guidance, value positive contributions, tap strengths of all staff, and ask for help when needed.
  • Ability to work in a fast-paced environment, prioritize and complete tasks, and handle multiple projects.
  • Ability to maintain and prioritize executive schedules and communicate with high-level partners.
  • Excellent organizational abilities, attention to detail, promptness, dependability, and discretion with sensitive and confidential information.
  • Excellent oral and written communication skills reflecting solid customer service in person and via the telephone and email to the public, donors, and audiences of all kinds.
  • Knowledge of software programs for word processing, visual presentations, data entry, and spreadsheets.
  • Prior experience with social media, fundraising, and special events a plus.
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