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Reporting to the COO this position is responsible for the day-to-day management of the Office of the COO. The Coordinator manages the flow and exchange of information, streamlines interactions and acts as general secretarial, administrative and organizational support for the COO.
ESSENTIAL FUNCTIONS:
Schedule/Travel Management (25%)
* Maintains complex master calendar of activities and events for the COO. Arranges meetings, appointments, travel arrangements, logistics Coordination and itinerary preparation.
* Ensures that the COO is prepared and in possession of materials and information required for meetings, conferences and other scheduled events
* Responsible for coordinating logistics for training events and conferences. Includes: making conference room arrangements; reserving blocks of rooms for participants; coordination of meeting information with all involved; coordinating the travel needs of participants; collection, preparation and distribution of appropriate materials; initiation of subsequent follow up meetings; and communication to and key stakeholders.
* As needed, assists the COO with time management, assisting with the establishment of priorities and facilitating the accomplishment of key tasks.
Communications (25% )
* Word processing and data entry, as needed. Including: taking meeting minutes; drafting, writing and editing memos, communications and correspondence; and database data entry.
* Researches projects, drafts and edits letters, papers, memoranda, proposals, contracts, etc.
* Reviews, answers and routes, as appropriate, all incoming mail in the COO's absence (voice, paper and electronic).
General Administration (25%)
* Provide administrative and clerical support including word processing and data entry.
* Creates and maintains files and other organizational systems
* Provides ongoing mutual team support to NYC office
* Monitors administrative functions (time sheets, expense reports, and mailings)
* Acts as information resource to staff within and outside the organization. Performs research and fact gathering and miscellaneous duties as assigned.
* Prioritizes and plans work, consistently meets deadlines and develops realistic action plans that support business goals and objectives.
* Takes initiative to identify problems and issues and seek solutions proactively.
COO Project Management Coordination (25%)
* Ensure and monitor performance, as well as schedule and budget compliance, with TPL-wide strategic initiatives for which the COO is responsible.
QUALIFICATIONS:
* Minimum 2-4 years of support in at senior management or executive level.
* Experience working in the legal and/or real estate industries preferred
* Excellent organizational abilities; able to prioritize multiple tasks; strong attention to detail.
* Type 50 wpm MINIMUM. Transcription experience preferred.
* High degree of initiative, political astuteness, discretion and good judgment, as much of the communication is with senior management in other fields and environmental firms. Ability to be professional in verbal and written communications with multiple constituencies.
* Experience coordinating work across a distributed organizationwith other employees, departments and external organizations.
* Knowledge of latest PC software programs for word processing, calendaring and data entry. Word and Excel required.
* High school diploma and AA or AS (2-year college degree) required; 4 year degree preferred
* Able to handle confidential matters with the highest degree of discretion and tact.
* Detailed oriented, prompt and dependable.
* Demonstrated analytical and critical thinking skills.
* Exhibits personal and professional integrity at all times, consistent with the organization's vision, mission and values.
* Demonstrated interest in environmentalism and/or conservation.
* Ability to work flexible hours, work occasional weekends and travel.
TO APPLY:
Send Resume and Cover Letter to jobs2@tpl.org.
TPL is Actively Recruiting a Diverse Workforce
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