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Administrative Coordinator – California

POSITION SUMMARY:
 
This position is responsible for the day-to-day coordination of the Office of the Vice President-Pacific Region and manages the flow and exchange of information, streamlines interactions, and acts as general administrative and organizational support in a fast-paced environment. This position exercises considerable discretion and judgment in serving as representative of the Vice President.  This position works closely with the Hawai’i and Northwest State Directors and the California Senior Leadership Team, plus the California Advisory Board, donors, prospective donors, as well as other senior management staff and elected officials.

The position will be based in San Francisco. A hybrid in-person/remote office model will be in place for the foreseeable future.
 
RESPONSIBILITIES & ESSENTIAL FUNCTIONS:

Administrative support:

  • Maintain a complex master calendar of activities and events for the Vice President. Arranges meetings, donor visits, appointments, travel arrangements, logistics coordination and itinerary preparation. Serves as point of contact for availability and communication
  • Ensure that the Vice President is prepared and in possession of materials and information required for meetings, donor visits, conferences, press conferences and other scheduled events
  • Conduct research and create PowerPoint presentations when necessary
  • Serve as the Vice President’s primary liaison with the Philanthropy team. Coordinate and project manage key philanthropic relationships for the Vice President with the Philanthropy Department on tracking, planning and follow up
  • Draft and edits letters, emails, papers, memoranda, proposals, contracts, etc.
  • Participate and organize 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
  • 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
  • Organize and prepare for various office events with staff and/or partners
  • Coordinate Director’s participation on board committees
  • Compile and submit expense reports
  • Other duties as assigned

QUALIFICATIONS

  • Two to four years of relevant experience in administrative and organizational support; experience as an Executive Assistant preferred.
  • Excellent organizational abilities, attention to detail, promptness and dependability.
  • Experience establishing professional relationships with donors, staff and volunteers. Experience being an effective collaborator with Sr. Management, Board members and staff required. Experience with development, board relations, and strategic planning in a complex non-profit or public organization strongly preferred.
  • Able to handle confidential matters with the highest degree of discretion and tact.
  • High degree of initiative, political astuteness, professionalism, discretion and good judgment, as much of the communication is with senior management in other fields and environmental firms.
  • Ability to work flexibly, creatively, and independently on assignments, using high degree of judgment, initiative, and discretion.
  • Demonstrated experience coordinating and/or managing the logistics of events or meetings
  • Experience coordinating work across a distributed organization –  with other employees, departments and external organizations.
  • Knowledge of Microsoft office suite and latest PC software programs for calendaring, database management and research.
  • Ability to work flexible hours when needed, work occasional evenings, weekends and travel.

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, ten + 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 this position is $60,000-68,000.

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.