The Trust for Public Land - Executive Assistant

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Executive Assistant

Location: San Francisco

Position Summary

The Executive Assistant provides organizational and administrative support for The Trust for Public Land’s (TPL's) California State Director and State Director of Philanthropy, including overall coordination of calendar and activities, supporting the State Senior Leadership Team, and coordinating communications and interactions with the California Advisory Board, select donors, volunteers, staff, and other constituents. 

Essential Functions

  • Provide administrative support for California State Director(SD) and California State Director of Philanthropy(DoP) including scheduling, meeting/event coordination, word processing, mailings, reports, spreadsheets and charts.
    • Arrange travel schedules; prepare travel itineraries and make travel reservations.  Ensure that travel arrangements and accommodations for occasional visitors are in place.
  • Serve as the point of contact for the State Director and State Director of Philanthropy with constituents and the public, as requested, including:
    • Communicate and coordinate with state and national staff.
    • Determine what business, requests, circumstances, issues, communications and/or decisions require personal attention of  State Director and State Director of Philanthropy and what to refer to other appropriate staff.
    • Monitor the status of ongoing work, projects, assignments, and other activities.
  • Participate in State Senior Leadership 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.
  • In cooperation with other administrative staff, coordinate the scheduling, preparation and set up for California state all-staff meetings including working with appropriate staff to develop and distribute agendas and meeting materials, coordinate conference calls and other communications links, prepare and distribute meeting summaries if necessary, and coordinate any follow up as requested.
  • On behalf of SD and DoP, assist with the preparation for meetings and presentations; research, gather materials, and help develop PowerPoint presentations.
  • Manage administrative tasks for SD and DoP including timesheets and travel expense reimbursements, as requested.
  • Plan and organize occasional state and national meetings for staff and volunteers for both on and off site locations; book facilities, make meeting and catering arrangements, arrange conference calls and/or moderately complex telecommunication links.
  • Provide support for development activities such as donation processing, thank you letter preparation and donor database input and management for SD and DoP.
  • Serve as marketing liaison
  • Other duties as assigned.

Qualifications

  • High school diploma and AS or AA (2 year college degree).  College degree highly preferred.
  • Minimum 4 years experience in administrative and organizational support, at least 2 of those years supporting upper management.
  • Excellent written and oral communication skills. Demonstrated ability to work well with others including different functional areas.
  • Excellent organizational abilities, attention to detail, promptness and dependability.
  • Able 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.
  • Advanced computer skills in Groupwise, Microsoft Word, Excel, and PowerPoint are required, plus proficiency in Adobe Photoshop and web research tools.
  • Ability to appropriately handle confidential information.

How to Apply:

Please apply online.

The Trust for Public Land is an equal opportunity employer.

Posted: February 5, 2013