The Administrative Coordinator provides high level administrative and strategic support for The Trust for Public Land’s SVP, Field Programs, including project and calendar management, coordinating travel and expenses, supporting communications and interactions with staff and external stakeholders, meeting scheduling and planning, and general administrative duties. This position is part of the Field Advisory and Support Team (FAST).
SVP, Field Programs Administrative Support (approximately 65% of the position):
FAST Team Support (approximately 25% of the position):
- Coordinate and manage calendar and activities for the SVP, Field Programs. Schedule internal and external meetings (both virtual and in-person), calls, and requests for review and approvals for SVP, Field Programs.
- Manage the SVP’s correspondence; sort email, mail, and compose correspondence (letters, memos, e-mail) on behalf of the SVP.
- Serve as the point of contact for staff, external stakeholders and the public.
- Assist with the preparation of speaking engagements; research, gather materials, and produce PowerPoint presentations.
- As needed, creates organizational systems, assists with the establishment of priorities and facilitates the accomplishment of key tasks.
- Manage administrative tasks including arranging the SVP’s travel schedules, tracking expenses, and completing expense reports and timesheets.
- Plan and organize team and national meetings, both in-person and virtually; book facilities, make meeting and catering arrangements, arrange conference calls and/or moderately complex telecommunication links.
- Other duties as assigned.
Other (approximately 10% of the position):
- Coordinate FAST team meetings; create and distribute agendas, meeting summaries, and coordinate successful completion of tasks and projects by keeping track of schedules and reminding people of responsibilities.
- Support the FAST team with administrative support on select project planning and coordination as directed and assigned by the SVP.
- Actively participate in required staff meetings, convenings and retreats and participate in required virtual staff communications.
- Perform duties required of all staff to support smooth internal operations such as submitting timely expense reports and timesheets.
- Two to four years of relevant experience in administrative and organizational support; experience as an Executive Assistant preferred.
- Demonstrated ability to use diplomacy and discretion in handling confidential information with tact and professionalism.
- Excellent verbal and written communication and interpersonal skills. Demonstrated ability to work well with others including different functional areas within region as well as national departments.
- Excellent organizational abilities, attention to detail, promptness and dependability.
- Ability to work with a high degree of self-direction and flexibility, especially with respect to taking initiative, prioritizing multiple tasks, and using good judgment to resolve problems.
- Excellent computer skills; familiarity with and able to use technology to make processes more efficient. Experience managing remote communications technology such as Zoom.
- Committed to the mission of The Trust for Public Land to create parks and protect land for people, ensuring healthy and livable communities for generations to come.
- Ability to travel nationally one-two times per year once travel is safe and internal policies allow for in-person meetings.