Administrative Assistant

ABOUT THE TRUST FOR PUBLIC LAND             
Trust for Public Land is a national non-profit organization that creates parks and protects land for people, ensuring healthy, livable communities for generations to come. Our Texas office is working to ensure that every resident of the Lone Star State has close-to-home access to parks, trails, and the outdoors. As a part of this program, Trust for Public Land is embarking on an ambitious plan to dramatically increase park access in Dallas by creating dozens of new parks and trails across the city.

Our Dallas office is seeking an organized and talented Administrative Assistant. This position will be an integral part of our team that ensures the efficient operation of the Dallas office by performing necessary organizational and administrative responsibilities.

Come be a part of an extraordinary organization that has created more than 5,000 parks, protected 3 million acres of natural areas, generated $80 billion for parks and conservation, and help put more than 8 million people within a 10-minute walk of a park.

POSITION SUMMARY:
The Administrative Assistant provides office management support for the Dallas office as well as executive support to the Texas State Director and Texas Director of Philanthropy.

RESPONSIBILITIES & ESSENTIAL FUNCTIONS:
General office management support for the Dallas office, including the following:
  • Provide the central point of contact for communication with property management and security related to office repairs, maintenance, and renovation activities;
  • Manage the office phone system, photocopier, printers, meter machine, and other office equipment;
  • Manage relationships with vendors related to telecommunication, internet, photocopier, and other office equipment;
  • Act as a liaison to IS Support and provide troubleshoot assistance for onsite issues.
  • Process Texas accounts payable that include preparation and proper coding of invoices and check requests, obtaining necessary approvals, and managing billing discrepancies with vendors;
  • Sort incoming mail, prepare outgoing mail, and maintain all mailing supplies, including postage, meter, and mailing labels;
  • Handle transmission of documents via fax, e-mail, courier and overnight services;
  • Develop and maintain various contact databases for office, including staff directory, board roster, and community/stakeholder email distribution lists;
  • Order and maintain office and kitchen supply levels; and
  • Help coordinate and plan office events such as the annual holiday party.

Administrative support to the Texas State Director and Director of Philanthropy, including the following:
  • Manage the State Director’s and Director of Philanthropy’s calendars, availability, and coordinate meetings as directed;
  • Compile and submit expense reports; and
  • Conduct internet research and create PowerPoint presentations when necessary.

Assistance to Philanthropy, Project, and Marketing teams:
  • Provide administrative support for local Advisory Board, including: scheduling meetings; managing meeting logistics; coordinating and distributing meeting agenda, packet and minutes; producing meeting minutes; ordering catering and reserving meeting spaces; and supporting new member orientations and Advisory Board committees;
  • Participate in staff 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;
  • Coordinate active and completed project lists, manage process for announcing recently completed projects;
  • Coordinate and execute with program staff on local events and event logistics, including: advisory board meetings/events, community engagement activities, park openings, donor tours, annual leadership breakfast and others; and
  • Organize and prepare for various office events with staff and/or partners.

QUALIFICATIONS
  • 1-3 years of support experience or equivalent.
  • Excellent written and oral communication 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.
  • Computer proficiency in Microsoft Teams, Word, Excel, Outlook, and PowerPoint is required, plus proficiency in web research tools.

Trust for Public Land has a flexible work environment, and this position is eligible to work-from-home up to 2 days per week.

As a full-time non-exempt employee, you will be eligible for Trust for Public Land’s comprehensive benefits program which includes medical, dental, and vision insurance, vacation, 10+ holidays, and a 403(b) retirement plan, currently with an up to 7% company match. We offer competitive salaries commensurate with experience. The hiring range for his position is $48,000-55,000.

Trust for Public Land’s active goal is to be an inclusive and equitable place to work and build community. As the organization actively works to eliminate racial and other disparities it welcomes candidates with diverse backgrounds and/or multicultural skillsets and experiences.