This is an exciting role responsible for the day-to-day implementation of The Trust for Public Land’s leadership volunteer activities, strategy, and communications. This position works closely with members of the Board of Directors, State Advisory Board leaders, senior management staff and their assistants, and staff across the country in their work with Advisory Boards and Board Committees. This position supports many aspects of national Board operations, culture, and events, and will also provide administrative support to the Executive Office.
Essential Duties and Responsibilities:
During the COVID-19 pandemic, the Board of Directors has moved to having virtual meetings. When feasible, the Board plans to return to having in-person meetings.
- Board Meetings, Communications, and Events (80%)
- For all meetings, essential responsibilities include:
- Creating the meeting “Board Book” and materials, and working with staff across the organization to make sure materials are submitted in a timely fashion;
- Managing sections of the OnBoard software system and supporting OnBoard systems manager;
- Attend meetings, and track questions and topics that require follow-up discussion;
- Track agenda items and Board correspondence; and,
- Facilitate A/V and support Board members who are experiencing technical difficulties or have questions during the meeting.
- For virtual meetings, additional responsibilities include:
- Schedule, calendar, create and host virtual meeting(s), prepare and distribute meeting notifications and invitations, relevant correspondence, agenda and materials, as well as subsequent updates or changes; and,
- Attend, host and manage the virtual meeting.
- For in-person meetings, additional responsibilities include:
- Making all logistical arrangements for meetings, and handling on-site execution, including day-of set-up of meetings, planning and coordination of catering services, development of meeting materials, and the coordination, editing and technical execution of onsite presentations, including running related A/V equipment and troubleshooting when necessary;
- Managing sourcing and contract negotiation for board meeting hotel accommodations, meeting locations and related special events;
- Travel to potential board meeting locations to conduct site visits and meetings with local staff, volunteers and vendors;
- Make recommendations for special event programming, invitee lists and follow-up steps and ensure smooth onsite execution of special event logistics; and,
- Acting as a central information hub for Board members, staff, vendors, and for all conference related logistics and deadlines.
- Provide administrative and implementation assistance for all aspects of Board operations, including onboarding, relationship management, and preparing documents, and filing and tracking relevant Board governance information and documents.
- Provide support to internal and external communications with the national Board and State Advisory Boards.
- Work with staff to develop meeting plans, agendas, and other necessary documents and provide assistance by taking meeting minutes.
- Respond to Board member and staff requests in a timely fashion.
- Maintain and regularly update Board member lists, list serves, and mailing lists.
- Compile new member kits and distribute as necessary, prepare copies, and identify updates to marketing materials.
- Maintain all software programs including, Office Suite, Adobe Creative Suite, QuickBooks, and web content management system. Work with providers to troubleshoot any problems.
- Maintain an active web-based video conferencing system and other teleconference options for staff, committee, board, and/or membership meetings or programs.
- Board Committee and National Leadership Conference Support (10%)
- Assist with scheduling, creating, and host virtual meeting(s), prepare and distribute meeting notifications and invitations, relevant correspondence and materials, as well as subsequent updates or changes.
- Assist Philanthropy staff with logistics and planning around the National Leadership Conference.
Traits we seek:
- Administrative Support (10%)
- Provide administrative support to Board officers and the Sr. Executive Assistant to the CEO.
- Assist with preparing documents and presentations, correspondence, reports, and internal processing.
- Work with other administrators across the organization to support their work in donor events and communications.
- Works hard but models good work life balance.
- Flexible, resilient, and dedicated to customer service.
- Interest in Excellence - always looking to implement best practices and ways to create real impact and drive change.
- Growth Mindset - enjoys and seeks out new challenges that stretch them
- Diversity & Inclusion – team player, recognizes the value of diverse perspectives; proactively seeks out alternative perspectives; values empathy, compassion and humility.
- Discretion – ability to hold confidential information discreetly
- High school diploma and AS or AA. BA degree preferred. Minimum of 2+ years of administrative and event planning experience, or equivalent.
- Ability to proactively communicate needs, priorities, challenges and recommendations.
- Experience maintaining and prioritizing executive schedules, and communicating 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.
- Able to work with a high degree of self-direction and flexibility, especially with respect to taking initiative, prioritizing multiple tasks, and using excellent judgment to resolve problems.
- Comfort with Adobe suite of tools and Microsoft office required.
- Willingness to travel and valid driver’s license