| Job Description: |
Supporting the President and reporting to the Director of Volunteer Leadership, this position is responsible for the day-to-day coordination of the Office of the President while helping to coordinate TPL's leadership volunteer activities. This position manages the flow and exchange of information, streamlines interactions and acts as general administrative and organizational support for the President in a fast-paced environment. This position exercises considerable discretion and judgment in serving as representative of the President. This position works closely with the President, members of the Board of Directors, advisory board members, donors, prospective donors, as well as other senior management staff. This position supports the President and Director of Volunteer Leadership in all aspects of board and donor stewardship and works with the philanthropy staff in the planning and execution of cultivation events and meetings.
Essential Functions
Schedule/Travel Management for President (50%)
- Maintains complex master calendar of activities and events for the President. Arranges meetings, donor visits, appointments, travel arrangements, logistics coordination and itinerary preparation.
- Ensures that the President is prepared and in possession of materials and information required for meetings, donor visits, conferences and other scheduled events. Communicates and coordinates with state staff on President's travel in the field to best use his time.
- Coordinates follow-up on President's visits with donors, prospective donors, and partners.
- Responsible for planning key committee and board meetings. Includes: tracking monitoring and follow up on the progress of project; tracking meeting participants; action items and strategies that emanate from the President's office; collection, preparation and distribution of appropriate materials; initiation of subsequent follow up meetings; and communication to key stakeholders.
- Coordinates other functions of the President's Office including scheduling and planning quarterly all staff webinars, and working with the HR department on yearly staff awards coordination, etc..
Board of Directors/Leadership Volunteer Coordination ( 40%)
- Makes all logistical arrangements for meetings of the Board of Directors and handles on-site execution, including the planning and execution of special events and/or dinners. Assists the Director of Volunteer Leadership in staffing the President for quarterly meetings of the Board of Directors, including creating informational materials for board members, organizing board member orientations, etc.
- Working with the Director of Volunteer Leadership, the National Leadership Council Chair and appropriate regional staff, coordinates the overall logistical execution and handles on-site execution for the National Leadership Council meetings, including the planning and execution of special events and/or dinners.
- Manages the logistical details for national volunteer-related donor cultivation events and programs and regional events that occur in conjunction with national development, and handles on-site execution .
- Schedules and makes arrangements for the quarterly all volunteer briefing calls and the quarterly chairs calls.
- Acts as a liaison to the Board of Directors, providing administrative support as necessary.
- Acts as a liaison to the Philanthropy department. Ensures that key donor database information is maintained and filed in all appropriate databases. This includes updating PledgeMaker profiles.
- Generate and run Business Objects or Crystal reports on volunteer fundraising activities as requested.
- Coordinates small hands-on volunteer program with the guidance of the Director of Volunteer Leadership.
General Administration ( 5%)
- Provide administrative and clerical support including word processing and data entry.
- Creates and maintains files and other organizational systems.
- 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.
- Works collaboratively with the Coordinator, Office of the COO
- Maintains the President and Volunteers sections of TPL's intranet site and the board and advisory board sections of the website.
Communications ( 5%)
- Word processing and data entry, as needed. Including: taking meeting minutes; drafting, writing and editing memos, communications and correspondence, and database data entry.
- Reviews, answers and routes, as appropriate, all incoming mail (voice, paper and electronic) to the office of the president.
- Works to initiate and build effective working relationships with volunteers, TPL staff, Sr. Management, and Board members. Works to remove barriers that hamper communication.
Other Duties as Assigned
Qualifications
- Bachelor's degree (4 year college degree) or equivalent.
- Minimum 4-6 years experience in an administrative support role. At least 2 years experience supporting senior management or executives.
- 1-2 years of experience in philanthropy, with special events and campaign experience, preferred.
- Excellent organizational abilities; able to prioritize multiple tasks; strong attention to detail.
- Experience establishing professional relationships with donors, staff and volunteers. Significant experience being an effective collaborator with senior 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.
- Demonstrated analytical and critical thinking skills. Ability to use good judgment, take initiative and make recommendations in resolving problems and provide guidance to other department employees.
- Ability to work flexibly, creatively and independently on assignments, using high degree of judgment, initiative, and discretion. Detailed oriented, prompt and dependable.
- 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. Demonstrated experience using fundraising database software and report writer such as Crystal or Business Objects a plus.
- Ability to work flexible hours when needed, work occasional evenings, weekends and travel.
How to Apply:
Please send resume and cover letter to jobs@tpl.org.
TPL is actively recruiting a diverse workforce.
Posted: November 10, 2011
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