| Job Description: |
This position requires a diverse set of skills. The Assistant to the Director provides assistance to the Director and to the Headlands Institute Board and provides phone coverage in our central administration building.
Essential Duties and Responsibilities
Assistant to the Institute Director:
- Maintain the Institute Director’s calendar.
- Set up and coordinate the Institute Director’s meetings; assist with meeting preparation and follow-up.
- Organize travel arrangements for the Institute Director.
- Assist Institute Director and other Headlands Leadership Team members with special projects, including but not limited to:
- draft letters of support for grant applications
- school database entry and queries
- miscellaneous research
- Manage chaperone and teacher outreach: maintain systems for capturing teacher and chaperone contact information; write initial and quarterly e-newsletters to both chaperones and teachers; coordinate end-of-year appreciation event.
- Coordinate campus-level PR work: assist with National office staff requests for stories, information and communication related to PR; identify opportunities for local press coverage; write content for hyper-local newspapers and the campus blog.
- Provide general office assistance (copying, faxing) for the Institute Director as needed.
- Provide general accounting assistance for the Institute Director, submitting expenses for timely payment and reimbursement.
- Ensure adequate phone coverage in the Headlands Institute office: answer phones, answer general questions about the Institute, and direct more specific questions to the appropriate staff member.
- Update Raiser’s Edge development database for Institute Director’s completed and incomplete actions on ongoing basis.
- Perform any other duties as assigned by the Institute Director.
Assistant to the Headlands Institute Board:
- Coordinate all board-related communications for the Institute Director and Board Chair.
- Update biographical and logistical information pertaining to the Board.
- Maintain Board Google Site with the latest and most updated information.
- Maintain Board Google calendar.
- Board meetings and special events: prepare meeting Board Books; serve as the Recording Secretary and distribute minutes in a timely manner; coordinate meeting/event logistics with Operations staff; assist with related special events.
- Serve as staff support for the Board Chair.
- Respond to Board members’ requests for information and materials.
- Staff Board Committees, ie, Community Engagement Committee, Executive Committee, others as needed and appropriate.
Desired Experience, Competencies, and Education
- Associate’s degree (AA) or equivalent (Bachelor’s degree preferred); or three-plus years’ related experience and/or training; or equivalent combination of education and experience.
- The ability to prioritize and manage multiple detailed tasks simultaneously is essential.
- Strong organizational skills are necessary.
- Strong writing and oral communication skills are required (see below, under Language Skills).
- Familiarity with computer applications such as Gmail, Word, Publisher, PowerPoint and Excel is necessary as well as experience in using the Internet as a resource, research and work tool.
- Knowledge of non-profit and/or business administration and previous work with a Board of Directors would be beneficial.
- Experience working with the media would be beneficial.
Desired Language Skills
- Strong writing skills are essential for this position.
- Writing skill set should include: knowledge of grammar, diction and vocabulary; ability to produce varying writing styles; and editing and proofreading experience.
- Strong oral communication skills are necessary.
- This skill set should include: strong comfort level in meeting new people; ability to speak articulately and clearly; strong listening skills; and ability to understand the vernacular of organization’s various departments, e.g. finance, education, and development.
Recruiting and retaining a diverse workforce is a high priority at Headlands Institute and NatureBridge.
Interested individuals are encouraged to submit a one-page letter of interest and resume to:
headlandsadmin@naturebridge.org
Your letter of interest should demonstrate your writing skills. Position is open until filled. No phone calls, no staffing agencies please.
|
