Executive Assistant

Job Description

Job Description

MALT - Executive Assistant

MALT is a nonprofit land trust created in 1980 by a coalition of ranchers and environmentalists to permanently protect Marin County farmland. Some of the Bay Area’s most highly acclaimed dairy and cheese products, grass-fed meats, and organic crops are produced on farmland protected by MALT’s 98 agricultural conservation easements. 

As an innovative agricultural land trust, MALT operates at the intersection of agriculture and conservation. Our mission is to permanently protect Marin County’s agricultural land for agricultural use. Our commitment is to the long-term health of the land itself, as well as to the farmers and ranchers who work on the land. The Executive Assistant will be part of a dynamic team working to permanently protect Marin’s agricultural land for agricultural use in ways that benefit healthy communities, clean water and air, diverse habitats, sustainable and regenerative agriculture, and climate resiliency.

MALT has permanently protected over 59,028 acres of West Marin’s diverse mosaic of coastal grasslands, oak woodlands, rangelands, and pastoral open space. MALT is committed to supporting sustainable management, climate-beneficial and regenerative agriculture in Marin County, including farming and grazing practices that rebuild soil organic matter and improve soil biodiversity to draw down carbon and improve the water cycle.

We welcome people of all backgrounds, identities, and beliefs to join us in achieving our mission to permanently protect Marin’s agricultural land for agricultural use. MALT is committed to a diverse, equitable, and inclusive workplace in which everyone is welcomed, valued, and supported. We are a team that works together to achieve our goals. We recognize that diverse teams make the strongest teams and encourage people from all backgrounds to apply.

We invite you to join the MALT team—a dynamic and passionate staff who care deeply about our mission and one another.

THE POSITION

The Executive Assistant is a full-time, non-exempt position that provides high-level administrative and operational support to the Executive Director and Director of Finance & Administration, while serving as a key partner in supporting MALT's Board of Directors and governance functions. The Executive Assistant helps ensure efficient executive operations, well-run board and committee processes, strong follow-through on administrative priorities, and a well-organized office environment. This position is based in the office three (3) to five (5) days per week and plays a central role in supporting in-person operations, meetings, and organizational coordination.

ABOUT YOU 

• Any combination of education and work experience which would provide an opportunity to acquire the knowledge and abilities listed herein. Normally, this would include a minimum of three (3) years of progressively responsible experience in an executive assistant, administrative, office management, or similar role supporting senior leadership; nonprofit experience and board support experience preferred.
• Experience supporting boards, committees, or advisory groups, including coordinating agendas and packets, preparing and maintaining meeting minutes, and managing sensitive governance records and follow-up items.
• Highly organized and detail-oriented, with the ability to manage multiple competing priorities, shifting deadlines, and a wide range of administrative and operational tasks with accuracy and good judgment.
• Demonstrated ability to communicate professionally and warmly with board members, donors, staff, partners, vendors, and community members, and to represent the organization with discretion and diplomacy.
• Experience managing complex calendars, confirming meetings, coordinating logistics, and anticipating the needs of senior leaders in order to keep work moving efficiently.
• Ability to handle confidential and sensitive information with a high degree of professionalism, sound judgment, and discretion.
• Experience supporting events, including scheduling, logistics, technology coordination, on-site setup and breakdown, and follow-through on event-related administrative needs.
• Demonstrated proficiency in Google Workspace, Microsoft Office (Word, Excel, PowerPoint, etc.), and virtual meeting platforms; experience with Monday.com, Slack, donor databases, or related systems preferred.
• Ability to maintain organized physical and digital filing systems, support office systems and shared spaces, and create order in an active, mission-driven nonprofit environment.
• Notary Public certification or willingness to obtain certification preferred.
• Commitment to diversity, equity, and inclusion.
• A demonstrated interest in supporting the mission of land conservation, sustainable agriculture, and the West Marin community.

KEY RESPONSIBILITIES | ESSENTIAL FUNCTIONS

Board & Governance Support

• Coordinates all aspects of Board and committee administration, including preparing agendas, compiling and distributing board and committee packets, and maintaining accurate meeting minutes.
• Supports board member onboarding and offboarding, including fall board transitions and maintaining up-to-date board rosters and records.
• Assists with planning and execution of new board member orientation.
• Provides administrative and logistical support for advisory committees.
• Maintains organized, complete, and audit-ready board records and documentation.
• Coordinates logistics for Board, committee, and advisory meetings, including scheduling, room setup and breakdown, and virtual/hybrid meeting technology support.
• Supports Board engagement efforts, including coordination of board gifts and recognition.

Executive Support

• Manages complex calendars for the Executive Director and Director of Finance & Administration, including scheduling, prioritization, and coordination of internal and external meetings.
• Schedules and confirms meetings, ensuring all materials, logistics, and technology needs are prepared in advance.
• Serves as a primary point of contact for internal and external inquiries; responds or routes communications as appropriate.
• Prepares, tracks, and submits mileage and expense reports in a timely and accurate manner.
• Provides general administrative support, including drafting correspondence, preparing meeting materials, and tracking follow-up actions.

Office Operations & Administrative Support

• Supports day-to-day office operations, ensuring an organized, functional, and welcoming work environment.
• Coordinates conference room scheduling and usage, including shared use by organizational partners.
• Assists with office organization, workspace planning, and desk placement to support staff needs.
• Maintains office systems and supplies to ensure efficient operations.
• Supports organizational logistics that require in-office coordination and presence.

Events & Organizational Support

• Assists with planning and execution of organizational events, including logistics, coordination, and on-site support.
• Provides administrative support for gift processing and related tracking in coordination with Development and Finance.
• Supports Land Trust Alliance (LTA) accreditation processes and renewal preparation.
• Maintains or obtains notary certification, as needed to support organizational documentation.
• Provides general administrative support across teams to ensure smooth organizational operations.

COMPENSATION and BENEFITS  

This is a full-time, non-exempt position that requires three (3) to five (5) days in the office. When not required in the office, this role will be eligible for remote work.

Hourly Range : $38 - $43

Benefits:

• Health, Dental, Vision Insurance, Life
• Long Term Disability 
• FSA Child Care and FSA Medical
• Paid Time Off
• 403 (b); 403 (b) Employer Match
• Employee Assistance Program
• Generous Holidays