JOB SUMMARY

Handles scheduling, logistics, correspondence, creation and coordination of meeting and event materials, and various special projects for the President & CEO. Helps manage the relationship between all divisions and the President & CEO regarding meetings, events, travel, and correspondence. Supports the President & CEO’s day-to-day needs, acting as liaison with internal and external audiences, including members of the Board, donors to the institution, important partners, and other key stakeholders. This position requires a can-do attitude, ability to effectively and independently coordinate a high volume of competing priorities, and professional demeanor under pressure.

DUTIES

Support for the President & CEO

• Handles scheduling and helps with long-range planning for the President & CEO, including coordinating and helping vet strategy/dates for fundraising visits, speaking opportunities and other meetings and appearances that will further the National Trust’s key messages and gain maximum exposure for the President & CEO.
• Coordinates the assembly of briefings and materials needed for travel events and in-town meetings, assists in providing substantive review for content and messaging, helps to edit or return for revision, and compiles all materials for the President & CEO.
• Assisting in appropriate, accurate and timely responses to a range of high-level correspondence on behalf of the President & CEO, including analyzing incoming mail for issues and delegating to appropriate staff for response, as well as generating content on the President & CEO’s behalf. Trouble-shoots, problem solves and escalates issues as needed. Drafts routine correspondence for review and approval by President & CEO.
• Assists the President & CEO with distribution of internal and external stakeholder communications.
• Collaborates with Chief Development Officer and other key Development staff by executing directives developed for donor visits, solicitations and cultivation actions for the President & CEO’s assigned donors.
• Helps manage the relationship between all divisions regarding requests of the President & CEO’s time and other special projects.
• Coordinates all administrative duties for the President & CEO and provides support on various special projects.
• Handles invoices, expense requests and reconciliation of credit card charges for the President.
• Handles other duties as assigned.

Support for the Board of Trustees

• Offers logistical support for planning and implementing Board meetings and Board events.
• Prepares any necessary Board Meeting briefing materials for the President.
• Provides support for the President at Board meetings.
• Helps manage requests from the Chair of the Board throughout the year as needs arise.
• Helps to assemble reports and PowerPoint presentations given by the President to the Board of Trustees.
• Schedules and manages logistics for committee, subcommittee and task force meetings held separate from the full Board meetings, working with the Chief Administrative Officer and the chairs of these entities.
• Handles all communications distribution lists for the Board and its committees.
• Secures and distributes gifts and other materials for the Board.

QUALIFICATIONS

• At least 4+ years of professional level experience, particularly in a matrixed and geographically dispersed non-profit, including experience supporting a senior executive. Preference for experience in a non-profit fundraising setting.
• Experience managing large or complex projects for senior executives and building relationships with staff and stakeholders. Demonstrated success collaborating across divisions including 150+ full-time staff.
• Excellent writing, spelling, grammar, and proofreading skills, as well as strong verbal communication and customer service skills. Strong organizational skills. Excellent attention to detail.
• Must be highly motivated, comfortable working in a team setting, and a conscientious self-starter with strong time management and organizational skills, and excellent attention to detail.
• Intermediate organizational, analytical and problem-solving skills, including issue identification and prioritization.
• Intermediate project-management skills, including project budgeting and planning. Ability to achieve results with moderate supervision.
• Experience successfully interacting with key stakeholders and relationships. Proven ability to collaborate across departments to achieve results. Track record of building and maintaining productive relationships with multiple stakeholders. When working in the office, public contact and ability to work successfully in close proximity to others required. When working off site, ability work effectively in a remote environment, maintaining productivity and communications to meet deadlines and goals, is required.
• Demonstrated success in engaging with a culturally diverse organization and stakeholders. Bilingual language skills (especially English/Spanish) a plus.
• Ability to prioritize, multi-task efficiently and respond to a high volume of ongoing requests in a timely fashion. Ability to adapt and be flexible in a dynamic work environment. Ability to work effectively with frequent interruptions required. Able to handle frequently changing and/or unscheduled tasks with accuracy. Entrepreneurial spirit and skill set a plus.
• Ability to continually develop skills related to use of rapidly changing technology and communications best practices.
• Demonstrated competence on Microsoft Office, specifically, Word, Excel, and Power Point and using MS Outlook for extensive high-level scheduling and calendar management.
• Regular and reliable attendance required.
• Occasional travel required.

PAY & BENEFITS