Minnesota Program Assistant

Posted Date: December 4, 2020
Location: St. Paul, Minnesota
Position Summary:
The Minnesota Program Assistant is an integral team member that ensures the efficient operation of the Minnesota Office as well as key program delivery of the Trust for Public Land in Minnesota and the Northwoods of Wisconsin and Michigan.  The person in this position assists with program marketing, outreach, events, and research; performs necessary office, organizational and administrative responsibilities; and, supports the state director and the efficient operation of the Minnesota Advisory Board.
Essential Functions:

Program Events, Marketing, Outreach, Research (40%)
  • Work with program staff to coordinate and execute local events and event logistics, including: advisory board meetings/events, days on the land, community engagement activities, park openings, donor tours, and more.
  • Help program staff with research needs and research summaries.
  • Work with local and national marketing/communications teams to prepare and distribute social media, e-news, mailings, collateral, and other marketing / communications materials.
  • Develop and maintain member, community and stakeholder contact lists as needed.
  • Assist in setting up and executing photography and video shoots.
  • Organize and prepare for various office events with staff and/or partners.

 Office Management and Administration (30%)
  • Provide administrative support / organize office calendar, meetings and conference calls, TPL collateral / materials.
  • Point of contact with building management.
  • Order and maintain supplies and equipment; work with related vendors.
  • Prepare and track ongoing invoices and accounts; coordinate check request processing.
  • Facilitate responses to and compliance with national TPL requests and information needs.
  • Work with national TPL to be the main point of contact for IT needs and issues.
  • Legal filing and record retention.
  • Organizing, ordering and storing TPL collateral / materials.
  • Create and maintain processes for the improved efficiency of the office.
  • Assist staff in preparing presentations, correspondence, reports, internal processing, etc.
  • Point of contact for visitors and callers in St. Paul and for general public inquiries.
Support Advisory Board, Advisory Board Committees, Minnesota State Director (30%)
  • Provide administrative support for the Minnesota Advisory Board, including: scheduling meetings; managing meeting logistics; coordinating and distributing meeting agenda, packet and minutes; producing meeting summaries; and supporting new member orientations and Advisory Board committees.
  • Provide administrative support to the Minnesota State Director, including assistance with scheduling, communications, travel, expenses, and various reporting.
  • High school diploma and AS or AA.  BA degree preferred.
  • Minimum of three or more years of experience or equivalent.
  • Knowledge of and prior experience with social media.
  • Knowledge of and prior experience with special events.
  • Ability to work in a fast-paced environment and prioritize multiple tasks.
  • Excellent organizational abilities, attention to detail, promptness, dependability, and discretion with sensitive and confidential information.
  • Good oral and written communication skills reflecting solid customer service in person and via telephone and email.
  • Knowledge of software programs for word processing, visual presentations, data entry, and spreadsheets.
  • Ability to proactively communicate needs, priorities, challenges, and recommendations.